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Circulation (Borrowing)

The University of Hawai'i at Manoa Library, including Hamilton Library and Sinclair Library, is open to any individual who wishes to use materials in the library buildings. Almost all materials are available on open shelves for self-retrieval. Selected materials are kept in protective storage and may not be available to all library users, or may be available only for a fee to persons not affiliated with the University of Hawaii at Manoa (audiovisual media).

For questions
about Fines, Recalls, Renewals and other Circulation matters,
contact uhmlib@hawaii.edu or 956-7203

The University of Hawaii at Manoa Library complies with the State Attorney General's opinion on library record confidentiality and the American Library Association's Policy on Confidentiality of Library Records.

See Libraries of the University of Hawai'i System Circulation Policy, Revised September 2005 for complete rules and regulations governing the circulation of library items (PDF document).

Overview

Circulation Policies - Hamilton and Sinclair Libraries

Undergraduate Students of the University of Hawai'i System
Graduate Students of the University of Hawai'i System
Faculty and Staff of the University of Hawai'i System
Affiliated Users
UH Retirees
Associate Members
Community Borrowers
Hawai'i State, City & Federal Agencies
Research Organizations

Circulation Services & Activities - Hamilton and Sinclair Libraries

Paying Overdue Fines
Registering Your ID
Checking Out Library Materials
Returning Borrowed Items and Obtaining Receipts
Renewing Checked Out Items
Placing Holds or Recalls on Checked Out Items
Can't Find an Item?
Your Account Information in the Hawai'i Voyager Library Catalog
Lost & Found Service

Special Categories of Materials

Course Reserves
Hawaiian and Pacific Collections
Government Documents
Wong Audiovisual Center

Reciprocal Borrowing for Faculty

UHM Faculty members are eligible for the Greater Western Library Alliance (GWLA) Reciprocal Circulation Program and the OCLC Faculty Reciprocal Borrowing Card. Find out more ...

Overview

Who may borrow Library materials?

You must have a valid, registered library card. UH System undergraduate and graduate students, faculty and staff may borrow with their validated University of Hawai'i System ID. Other authorized borrowers include Affiliated Users, Associates of the UH Manoa Libraries, UH retirees, community borrowers, Hawaii State, City & federal agencies and research organizations.

What materials may be borrowed?

Circulating books and other materials may be borrowed. Journals and materials in reference collections do not circulate. If a book you want is checked out, you may recall the item. Or, if you cannot find an item on the shelf, you may ask the circulation staff to place a search on it for you.

Where are materials checked out?

In Hamilton Library, books are checked at the Circulation Desk on the first floor. Books in the Hawaiian and Pacific Collections are checked out on the fifth floor in the Hawaiian and Pacific Collections Reading Room. Show your UH Manoa Library ID Card to check out a book. For UH-affiliated individuals, the library card is the campus student or faculty/staff ID card.
In Sinclair Library, books are checked out at the Express Check Out Station (self-service) on the third floor near the Wong Audiovisual Center or at the service desk in the Wong Audiovisual Center. Show your UH Manoa Library ID Card to check out a book. For UH-affiliated individuals, the library card is the campus student or faculty/staff ID card.

How are checked out materials renewed?

You may bring items to be renewed to the Circulation Desk, or you may renew items via the Your Account function in the Hawai'i Voyager library catalog. Renewals depend on the kind of material, the collection from which the item was borrowed, and the borrower's privileges.

What are overdue fines?

Overdue fines are assessed to facilitate the prompt return of library materials. Fines are computed daily, including weekends and holidays. Higher fines are assessed for Reserve materials, Hawaiian Pacific Collections, and Wong Audiovisual Center.

Circulation Policies - Hamilton and Sinclair Libraries

1. Undergraduate Students of the University of Hawai'i System

UH undergraduate students may borrow materials with a valid UH System student ID card (UH Manoa, UH Hilo, UH West O'ahu, Hawai'i Community College, Honolulu Community College, Kap'iolani Community College, Kaua'i Community College, Leeward Community College, Maui Community College, and Windward Community College). Your card must be registered with the Library in order to borrow materials. The loan period is 28 days unless otherwise specified. Undergraduate student privileges include the following:

Basic Circulation Services
Renewals - Loans may be extended if items are not recalled or placed on hold by another user. Renewals may be made in person at the Circulation Desk or via the Your Account function in the Hawai'i Voyager library catalog. Items may be renewed a maximum of 5 times unless otherwise restricted by another policy.
- Students from campuses other than Manoa must use a student/library ID card from their own campus to borrow materials from Hamilton Library or Sinclair Library at Manoa.
- Honors program students may receive extended loans if their Honors Program card is stamped for the thesis program. Ask at the Circulation Desk for assistance.

2. Graduate Students of the University of Hawai'i System

UH graduate students may borrow materials with a valid UH System student ID card. Your card must be registered with the Library in order to borrow materials. The loan period is 13 weeks unless otherwise specified. Graduate student privileges include the following:

Basic Circulation Services
Renewals - Loans may be extended if items are not recalled or placed on hold by another user. Renewals may be made in person at the Circulation Desk or via the Your Account function in Hawai'i Voyager. Items may be renewed a maximum of 5 times unless otherwise restricted by another policy.

3. Faculty and Staff of the University of Hawai'i System

UH faculty and staff may borrow materials with a valid UH faculty/staff card. Your card must be registered with the Library in order to borrow materials. The loan period is 26 weeks unless otherwise specified. Faculty and staff privileges include the following:

Basic Circulation Services
Renewals - Loans may be extended if items are not recalled or placed on hold by another user. Renewals may be made in person at the Circulation Desk or via the Your Account function in Hawai'i Voyager.
Proxy Card Requests - UH System faculty and staff, East-West Center participants, and Research Corporation of the University of Hawai'i (RCUH) employees may authorize up to five other individuals to borrow library materials on their behalf. Both the authorizing individual and the proxy must be present to apply for a Proxy Card at the Circulation Desk. A valid UH ID for the main borrower and a photo ID for the proxy borrower are required to apply. When borrowing, the proxy must present the Proxy Card and his or her own photo ID.
Course Reserves - Library material may be reserved by faculty for their courses and placed on limited circuatlon reserve at the Wong Audiovisual Center in Sinclair Library. Course Reserve forms are available online and at the Wong Audiovisual Center service desk.

4. Affiliated Users

Affiliated Users include East-West Center participants, Research Corporation of the University of Hawai'i (RCUH) employees, and University of Hawai'i Foundation employees. Affliliated users may use their own program ID cards, registered with the Library, to borrow materials. The load period is 26 weeks.

Basic Circulation Services
Renewals - Loans may be extended if items are not recalled or placed on hold by another user. Renewals may be made in person at the Circulation Desk or via the Your Account function in Hawai'i Voyager.
Proxy Card Requests - Affiliated users may authorize up to five other individuals to borrow library materials on their behalf. Both the authorizing individual and the proxy must be present to apply for a Proxy Card at the Circulation Desk. A valid UH ID for the main borrower and a photo ID for the proxy borrower are required to apply. When borrowing, the proxy must present the Proxy Card and his or her own photo ID.

5. UH Retirees

The UH Retiree card is available to retired employees of the University of Hawaii at no charge. Application forms are available at Hamilton Library. A memorandum from your department chair or campus personnel officer, signed and dated on official letterhead, stating that you are retired after working 10 or more years in the UH System must be submitted with the application. A maximum of 10 items may be borrowed and items may be renewed once. Audiovisual items may be used in the Wong Audiovisual Center at no charge or may be borrowed for a loan period of 7 days at the rate of $23 per item. The UH Retiree card may also be used at UH Hilo, UH West O'ahu, Kapi'olani Community College, Kaua'i Community College, Leeward Community College, Mau'i Community College, and Windward Community College. Some retrictions apply. Privileges do not include the use of intrasystem or interlibrary loans, computer labs, group study rooms, lockers, laptop loans, and remote access to restricted online databases. See the Chart of Cards Available to Non-Affiliated Patrons

6. Associate Members of the UH Manoa Library

Associate membership provides support for the Library and members receive the benefit of borrowing books. To apply for an Associate card, applicants must:

Have a valid, formal photo ID
Be 18 years of age or older.

One Year: $65, of which $25 is tax deductible as a contribution to the Library through the University of Hawai'i Foundation.

Membership privileges expire one year from the date of registration. The Associate member card can only be used at Hamilton Library and Sinclair Library. A maximum of 25 items may be borrowed and items may be renewed once. Audiovisual items may be used in the Wong Audiovisual Center at no charge or may be borrowed for a loan period of 7 days at the rate of $23 per item.

Privileges do not include the use of intrasystem or interlibrary loans, computer labs, group study rooms, lockers, laptop loans, and remote access to restricted online databases. Per the Visitor Policy, use of public access computers connected to the World Wide Web is limited to no more than one hour/day with signup and is subject to all library and university usage and computing policies.

See the Chart of Cards Available to Non-Affiliated Patrons

7. Community Borrowers

To apply for a library card, applicants must have a:

Hawai'i Driver's License, Hawai'i State ID, Kingdom of Hawai'i ID, or a US Military ID
Be 18 years of age or older.

One Year: $60 ($30 for individuals 60 years of age or older)
Six Months: $30 ($20 for individuals 60 years of age or older)

A maximum of 10 items may be borrowed and items may be renewed once. Audiovisual items may be used in the Wong Audiovisual Center at no charge or may be borrowed for a loan period of 7 days at the rate of $23 per item. Items on course reserve or which have a note indicating UH Manoa Only, UH System Use ONLY, or AV Center Use ONLY may not be taken out of the library by community borrowers. The Community card may also be used at UH Hilo, UH West Oahu, Kapi'olani Community College, Kauai Community College, Leeward Community College, Maui Community College, and Windward Community College.

Privileges do not include the use of intrasystem or interlibrary loans, computer labs, group study rooms, lockers, laptop loans, and remote access to restricted online databases. Per the Visitor Policy, use of public access computers connected to the World Wide Web is limited to no more than one hour/day with signup and is subject to all library and university usage and computing policies.

See the Chart of Cards Available to Non-Affiliated Patrons

8. Hawai'i State, City & Federal Agencies

The Research card is available to State, City and federal agencies for the use of their agency employees.

One Year: Free (for up to two borrowers)
Each additional borrower: $50

Application forms are available at the Circulation desks at Hamilton Library and Sinclair Library. A request on official letterhead from the requesting agency, with the name(s) and identification number(s) of up to two authorized borrowers, must be submitted with the application. Additional borrowers may be added for the fee shown. A maximum of 10 items may be borrowed and items may be renewed once. Audiovisual items may be used in the Wong Audiovisual Center at no charge or may be borrowed for a loan period of 7 days at the rate of $23 per item. Research cards may also be used at UH Hilo, UH West O'ahu, Kapi'olani Community College, Kaua'i Community College, Leeward Community College, Mau'i Community College, and Windward Community College.

Privileges do not include the use of intrasystem or interlibrary loans, computer labs, group study rooms, lockers, laptop loans, and remote access to restricted online databases. Per the Visitor Policy, use of public access computers connected to the World Wide Web is limited to no more than one hour/day with signup and is subject to all library and university usage and computing policies.

See the Chart of Cards Available to Non-Affiliated Patrons.

9. Research Organizations

The Research card is available to private organizations, schools, and other entities not affiliated with the University.

One Year: $60 (for each individual borrower)

A completed Research Card Request and Agreement, the name(s) and ID number(s) of their authorized student(s) and/or employee(s) typed on the institution's/company's/entity's official letterhead, and the fee for each card is required. Research card privileges include services for one year. A maximum of 10 items may be borrowed and items may be renewed once. Audiovisual items may be used in the Wong Audiovisual Center at no charge or may be borrowed for a loan period of 7 days at the rate of $23 per item. The Research card may also be used at UH Manoa; Hawai'i, Kapi'olani, Kaua'i, Leeward, Maui, Windward Community Colleges; UH Hilo, UH West O'ahu.

Privileges do not include the use of intrasystem or interlibrary loans, computer labs, group study rooms, lockers, laptop loans, and remote access to restricted online databases. Per the Visitor Policy, use of public access computers connected to the World Wide Web is limited to no more than one hour/day with signup and is subject to all library and university usage and computing policies.
see the Chart of Cards Available to Non-Affiliated Patrons for details.

Circulation Services and Activities - Hamilton and Sinclair Libraries

10. Paying Library Fines

Library materials must be returned by the date due. Fines are assessed for overdue items. You may pay fines by phone at 808-956-7203 or in person at the Business Office in Hamilton Library or Sinclair Library. The Library does not have the capability to accept credit card payments online. You may pay by check made out to "University of Hawaii at Manoa Library" and send it to:

University of Hawaii at Manoa
Hamilton Library, Access Services, Room 101
2550 McCarthy Mall
Honolulu, Hi. 96822

You may pay your library fines and fees in-person at any UH System library, except as noted below.

To facilitate the prompt return of library materials, fines are assessed at the following rates:

Books and other items: $.25 per day, per item. $.50 per day, per item for special permission loans and loans from the Hawaiian and Pacific Collections and other special research collections.
Media: $1.00 per day, per item.
Recalled Items: $.50 per day, per item.
Course Reserve items: $1.00 per hour or fraction thereof.
Audiovisual and Reserve items must be returned to the library from which they were borrowed by the date and time indicated.
Fines for overdue items are assessed every day (hourly for Reserve Book Room items) including weekends and holidays.
An item is considered lost when the fine reaches $10.00 (10 days after the due date for items at $1.00 per day; 20 days after the due date for items at $.50 per day; 40 days after the due date for items at $.25 per day). Lost charges include the replacement cost of the item, a $10 NON-REFUNDABLE processing fee and accumulated overdue fines.
Your borrowing privilege is suspended whenever the amount you owe to the Library totals $10 or more.

11. Registering Your ID

You may register your ID online at http://library.manoa.hawaii.edu/ research/databases/IDReg.htm. Most requests will be processed in 2-4 business days, including verification of enrollment and/or University affiliation. For immediate service, please visit the Circulation Desk in Hamilton Library or Sinclair Library. Students at UH Manoa must validate their ID each semester at the Campus Center ID Office. Any card (faculty, staff, or student) may have to be registered if it is new, or re-registered in the event of a change of address or phone number.

12. Checking Out Library Materials

Take the item(s) to be borrowed and your valid Library ID borrower's card to the main Circulation Desk on the first floor in Hamilton Library or third floor in Sinclair Library. Check out materials from the Hawaiian and Pacific Collections, Government Documents/Maps Collection, or Wong Audiovisual Center at the service desks in those collections.

13. Returning Borrowed Items and Obtaining Receipts

You may return books borrowed from any library in the UH System to any other UH System library, however, please return the following items directly to the UH Library from which you borrowed them:

All DVDs, videotapes, CDs, and other audiovisual media
All Reserve items

Return receipts are available upon request when items are returned in-person to a staff member at the Circulation Desk. Book drops are available at the front of Hamilton Library and Sinclair Library for after-hours returns. Materials returned to the book drops will be recorded as returned the previous business day. Return receipts are not available for items returned to a book drop.

14. Renewing Checked Out Items

Most books and some other kinds of library materials may be renewed, as long as no other borrower has requested them. Renewals may be done in two ways. You may bring the items to be renewed in person, or renew via the Your Account function in the Hawai'i Voyager library catalog. Renewals depend upon the kind of material, the collection from which the item was borrowed, and the borrower's privileges. Renewal of items from the following collections are limited as shown.

Hamilton Library:

Interlibrary Loan (Circulation Desk, first floor) - no electronic renewals
Hawaiian and Pacific Collections (fifth floor) - limit of five renewals per item.
Government Documents Collection - limit of two renewals per item

Sinclair Library:

Course Reserves (3rd floor) - no electronic renewals; hourly loans may be charged out again 15 MINUTES after they have been returned to staff at the Wong Audiovidual Center service desk, or immediately if there is a second copy. Daily loans may be charged out again ONE HOUR after they have been returned to staff at the desk, or immediately if there is a second copy.
Media Reserves (3rd floor) - no electronic renewals; hourly loans may be charged out again 15 MINUTES after they have been returned to staff at the Wong Audiovisual Center service desk, or immediately if there is a second copy. Daily loans may be charged out again ONE HOUR after they have been returned to staff at the desk, or immediately if there is a second copy.
Wong Audiovisual Center (3rd floor) - limit of one renewal per item

Circumstances that may block the renewal of an item:

The item has been requested by another borrower.
You are blocked from borrowing for non-payment of fines or fees, or for another reason. These blocks can be viewed in Your Account in the Hawai'i Voyager library catalog.
Your borrower's card has expired or needs to be re-registered.
You have reached the renewal limit for your borrower status or the item's status.
Item is on reserve or pending reserve.
Media item has been scheduled for a classroom showing.

How the Hawai'i Voyager library catalog indicates when an item has been renewed:

In Your Account select the items you wish to renew by checking the box next to each title in the column labeled "Renew?" and then click on the RENEW ITEMS button.
A new due date will display in the RENEWAL STATUS column on the far right of the page. Please print this page as a confirmation receipt.
Write in the new due date on the date due slip in the back of the item.
The Your Account page will also indicate if any of the items were NOT renewed by displaying the words NOT RENEWED in red. The words "NOT RENEWED" will only display during that session. The only other indication that an item was not renewed will be an UNchanged due date in the Item Status column. Please return such items to the Library as soon as possible.

To be certain that an item has been renewed, reload the Hawaii Voyager Your Account page. You should then see a new due date next to the item title. If you see the old due date, the item was not renewed. Items which are NOT renewed are subject to fines for late return.

The library is not responsible for unforwarded, unread, or misdirected mail or email or computer malfunctions.

15. Placing Holds or Recalls on Checked Out Items

UH Manoa Faculty only: You may request delivery of UH Manoa books to your official UH office/work address under the Holds feature in the Hawaii Voyager system. Please include the following in the Comments field:

Delivery requested
Official Office/Work mail address
Email address
Phone contact number

You can request that a book be held or recalled for you by placing a request in the Hawai'i Voyager library catalog. Assistance is available at any Circulation Desk or by contacting the Circulation Department in Hamilton Library (956-7203) or Sinclair Library (956-8308). All items are subject to recall if requested by another borrower. You must know your 8-digit UH Number or 10-digit library ID barcode number to use this service. Items requested will be held at the pickup branch that you specify and you will be notified by mail when the item is available. Holds and recalls may not be placed on items in the Hawaiian and Pacific Collections, the Special Research Collections, or the Wong Audiovisual Center.

16. Can't Find an Item?

You can request that the Library search for an item that is not found in its usual shelf location or on the sorting shelves. Ask at the Circulation Desk to start a search. You will be notified by email ONLY if the item is found.

17. Your Account Information in the Hawai'i Voyager Library Catalog

By accessing your account, you can check the due dates of items that you have borrowed, renew those items if no one else has requested them, find out if you owe fines or fees, and see if any books that you have requested are available for pickup. Login to Your Account in the Hawai'i Voyager library catalog. Enter your 8-digit UH number or 10-digit library ID card barcode number and your last name.

18. Lost & Found Service

Items found in the library are held at the Circulation Desk for one month. If unclaimed, items are sent to the Campus Center Information Desk.

Special Categories of Materials

19. Course Reserves

Reserve services are available to University of Hawai`i at Manoa faculty who wish to provide short-term access to required class readings and media. Placing materials on reserve helps to ensure more equitable access to materials for all students in a course. Items placed on reserve are available for use at Sinclair Library. See the following for details about using the course reserve service:

Print and Electronic Reserves
AudioVisual Reserves

Faculty/Staff/Students (all campuses-except Manoa) --May borrow up to 5 media items
UH Undergraduates (all campuses) -- May borrow up to 10 media items
UH Graduate students (all campuses) -- May borrow up to 20 media items
UH Faculty and Staff (all campuses) -- No limit on number of media items
Affiliate Card -- No limit on number of media items
UH Retiree Card -- May use one (1) media item (in-Center use only)
Associate Card -- May use one (1) media item (in-Center use only)
Community Card -- May use one (1) media item (in-Center use only)
Research Card -- May use one (1) media item (in-Center use only).

See Wong Audiovisual Center for more details and borrowing policies.

Updated: July, 8th 2010

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