University of Hawaii at Manoa Library

Policy on Special Permission Circulation of Materials

The following policy pertains to loans requiring special permission (hereinafter referred to as “special loans”) and pertains to materials in Hamilton and Sinclair Libraries.

Special Permission Materials

Special loans may be requested for materials that are non-circulating or that are designated for library use only. Materials in these categories include:

If a special loan is approved, the period of the loan is two hours. If special loans are granted two hours or less before the library building closes, the loan period is overnight.

No more than ten items can be granted special permission for circulation at one time to the same user. Renewals require repeating the special permission process. Items need to be brought into the library for renewal.


Fines are the responsibility of the borrower. (See Overdue Fines policy.)

High Use Materials

High use materials are defined as materials which are frequently used every day. Staff at library Information/Reference desks determine if materials are high use. High use materials are for library use only, and special permission for circulation is normally denied; however, it may be granted during periods of non-peak library use, such as semester breaks.

Returned Materials

The due date/time for overnight special permission is the next day one hour after the library building opens.


Exceptions can be made to the loan periods for the above categories of materials if one of the following criteria are met:

Other Exceptions:

Granting Special Permission

Special permission can only be obtained from library Information/Reference desks during times those desks are staffed. Staff at reference desks that serve each collection (i.e., BHSD, Sci/Tech, Asia, Special Collections, Gov Docs, Maps, Sinclair) are responsible for granting special permission for materials in their collections. Staff verify eligibility of the user to borrow materials prior to granting special permission.

Library departments with circulation operations process special permission circulation for their own departments. Other library departments use Hamilton Access Services to process special permission circulation.

Final Authority

Department heads and library administrators support criteria of the policy. Patrons may appeal to the Head of Public Services. If necessary, the next level of appeal is to Library Administration and that decision is final.

Approved by Irene Herold, University Librarian, September 1, 2016.

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