Library Policies

Library Policies

Rules of Common Courtesy for Library Conduct

  • Please do not re-arrange the furniture in the library.
  • Please do not sit on the arms or attached desks of the chairs.
  • Please do not put your feet up on tables. Feel free to use one of the step stools to put your feet up!
  • Please wear appropriate clothing, including shirts and shoes, in the library.
  • Please dispose of any garbage in the proper receptacles.
  • Please be respectful of others working and studying around you.

Borrowing privileges at the Villa Maria College Library are available to:

  • Students
  • Faculty
  • Administration and staff members
  • Trustees
  • Patrons of libraries participating in the AcademicSHARE program

Borrowers associated with Villa Maria College must present a valid, current Villa Maria College ID or Alumni Association membership card to check out library materials. AcademicSHARE program participants must present a valid college or university ID from their participating institution to borrow library materials.

Borrowing privileges are not transferable. Borrowers are responsible for all materials checked out in their names.

Maximum number of materials that can be borrowed:

Books DVD/VHS Music CDs Reserve Materials
Students 10 2 5 3
Faculty 25 10 25 5
Administration 25 10 25 5
Staff 25 10 25 5
Trustees 5 2 5 Not applicable
AcademicSHARE 10 2 5 Not applicable

The library is committed to providing a welcoming environment that is conducive to studying, reading, and doing educational research in order to fulfill its mission to the College. Compliance with the Cell Phone and Noise Policy helps to ensure an appropriate academic atmosphere in the library. Violations of the library’s Cell Phone and Noise Policy can be reported to library staff for assistance. Users who fail to comply with this policy may be asked to move to a more appropriate area or, if they refuse to comply, they may be asked to leave the library. Users refusing to comply with any library policy may be asked to produce their Villa Maria College Student ID or other photo ID.

Cell phones must be silenced while in the library for both calls and notifications. Phone conversations are not permitted in any part of the library. If you must make or take a call, please use the hallways outside the library to do so. Texting within the library is acceptable as long as the phone is silenced and the text conversation is not disturbing other library users.

The North Room of the library is a designated Quiet Zone. Conversation is not permitted here. Headphones may be used if the sound is not audible to others.

The South Room of the library is a designated Collaboration Zone for collaborative work needs. Groups can converse on class projects and assignments. Library users must be respectful of others working and studying in the Collaboration Zone and keep conversations at a low volume. Group usage of study space in the South Room is limited to two hours. The library reserves the right to ask users who have exceeded this time limit or are using the area for socializing to move to a more appropriate area or, if they refuse to comply, leave the library.

The Casual Corner directly across from the Checkout Desk may be used for quiet conversation and socializing.

Music, video or computer audio of any kind is only permitted when using headphones. It must not be loud enough over the headphones to disturb others. Headphones are available to borrow from the library Checkout Desk.

Any child must be accompanied by an adult. Any disruptive behavior or behavior inappropriate to a library setting will result in both child and adult being asked to leave.

In accordance with the College’s policy, the posting of any bulletins or flyers must be approved by library staff prior to being displayed.

In order to maintain a standard of cleanliness and prevent pest problems, food and drink consumption is limited in the library.

Drinks must be in sealable, spill-proof containers.

No food of any kind is permitted at computer stations. Dry, light snacks such as pretzels and candy are permitted in study and seating areas. Meals are prohibited in the library. Foods that are wet, sticky, aromatic, noisy or otherwise disruptive to other library users are not permitted anywhere in the library. This includes, but is not limited to, fresh fruit, soup, pizza, etc.

Any food or drink spills, stains or residue must be brought to the attention of library staff. Any garbage or leftovers should be disposed of in proper receptacles.

Special event food and drink must be approved by library staff.

The library reserves the right to ask users to remove their food and drink from the library. Users who refuse to comply may be asked to leave the library. Users refusing to comply with any library policy may be asked to produce their Villa Maria College Student ID or other photo ID.

Gifted and donated material will be evaluated for content that supports Villa Maria College’s current and evolving curriculum. The Library will add gift material to its collections if the item(s) support instruction at the College and space permits. Books and other items given to the Library become the property of the Library upon donation.

In order to make the most efficient use of library resources, the library reserves the right to dispose of gifts that are duplicates or irrelevant to the collections. Disposition of out-of-scope materials may include sale, donation to another entity, or recycling.

Students, Trustees, and AcademicSHARE

Item Type Loan period Renewable?
Books/Audiobooks 3 weeks Yes, up to 2 times during a semester
DVD/VHS 1 week Yes, up to 2 times during a semester
Music CDs 1 week Yes, up to 2 times during a semester
Periodicals 1 week Not applicable
Reference Materials Do not circulate, but may be photocopied Not applicable
Reserves See section Reserve Materials Circulation below
Interlibrary Loan Loan period set by lending library; see slip accompanying item for due date (Students only – trustees, alumni, and AcademicSHARE not eligible for ILL service)

Faculty, Administration, and Staff

Item Type Loan period Renewable?
Books Through end of semester Courtesy renewal from Fall to Spring
DVD/VHS Through end of semester Courtesy renewal from Fall to Spring
Music CDs Through end of semester Courtesy renewal from Fall to Spring
Periodicals 1 week Not applicable
Reference Materials Do not circulate, but may be photocopied Not applicable
Reserves If it is an item you placed on Reserve: through the end of the semester. If it has been placed on Reserve by another professor, see section Reserve Materials Circulation below
Interlibrary Loan Loan period set by lending library; see slip accompanying item for due date

Part Time Faculty

Item Type Loan period Renewable?
Books Through end of semester No
DVD/VHS Through end of semester No
Music CDs Through end of semester No
Periodicals 1 week Not applicable
Reference Materials Do not circulate, but may be photocopied Not applicable
Reserves If it is an item you placed on Reserve: through the end of the semester. If it has been placed on Reserve by another professor, see section Reserve Materials Circulation below
Interlibrary Loan Loan period set by lending library; see slip accompanying item for due date
Books/Audiobooks 10ȼ/day
DVD/VHS 10ȼ/day
Music CD 10ȼ/day
Reserves (Closed 2-hour and Closed) 50ȼ/hour
Reserves (Overnight, 3-day, 1-week) 50ȼ/day
Interlibrary Loan $1/day

Overdue notices will be emailed to a user’s Villa.edu email address. In the case of AcademicSHARE users, overdue notices will be emailed to the address put on file at the time of registration. Users will receive an email when an item is overdue asking them to return the item.

If an item is more than 30 days overdue, it will be declared lost and a hold will be placed on the user’s College account. Failure to return any items by the final day of the semester will result in a hold being placed on the user’s College account. Users with holds on their accounts cannot receive grades/transcripts, register for classes, or graduate from the College. The hold will not be removed until the item is returned/replaced and all outstanding charges paid.

For each item declared lost, users will be billed for 30 days of overdue fines, the replacement cost of the item, and a $20 processing fee. If the item is found and returned before the library purchases a replacement copy, the replacement cost and processing fee will be refunded.

Items returned in damaged condition will be evaluated for continued usability; if the item in question is no longer acceptable for general use, the borrower will be billed for the replacement cost of the item plus a $20 processing fee and any applicable overdue fines.

It is the user’s responsibility to notify the library of changes to email and mailing addresses. The library is not responsible for communications that do not reach the intended recipient; regardless of whether or not a notice is received, users are responsible for any and all overdue fines, lost item charges, or any other penalties that accrue until the item is returned or replaced.

If a user withdraws, drops out, finds other employment, or otherwise leaves Villa Maria College, any library materials that are currently checked out by that user must be returned to the Library as soon as possible. All outstanding fines, losses, damages, and unreturned items will be reported to the Registrar’s Office and the Business Office. Grades, transcripts, degrees, and paychecks will not be released until library obligations are satisfied.

Library materials may be renewed over the telephone, by email, or in person. To renew materials over the telephone or email, please contact any of our librarians.  Please note that not all Interlibrary Loan materials may be renewed; please see Interlibrary Loan Services for details.

Faculty (full-time), administration and staff will have library items renewed as a courtesy between the Fall and Spring semesters of an academic year. All library items must be brought in for inventory and assessment at the end of the academic year. Items can then be checked out again. Department-purchased equipment maintained by the library will be renewed across academic years, and does not need to be brought in for inventory and assessment.

Part time faculty must return library items by the end of each semester.

Instructors often bring required or supplemental reading materials to the library to place on Reserve. This is to ensure the availability of course materials to their students. Reserves may consist of books, journal articles, or media items; usage policies are determined by the instructor. See the chart below for information on reserves circulation.

Reserve Materials Circulation

Reserve Type Can item leave the library? Loan period
Closed 2-hour No 2 hours
Closed No Until Library closing time
Overnight Yes 1 day
3-day Yes 3 days
1-week Yes 1 week

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