Circulation Services Terms

base loan period

Each item (except one identified as “non-circulating“) has a base loan period which defines the length of time the item is normally checked out.

The most common base loan period is 28 days, but there are also items which have base loan periods of 7 days, 1 day, or even 3 hours.

check out

The act of recording the lending of an item to a specific borrower. A borrower is responsible for any item checked out to his or her patron record.

The act of checking out an item does not necessarily mean that an item may be removed from the library. Some items may be checked out from the Circulation Desk for in library use only.

course reserve

A library service by which instructors may set aside specific library materials, or may provide their own copies of resources, for use by the students of a specific course.

To access these materials, use the Course Reserves search box on the library home page to determine an item’s reserve number (e.g. B-987-123). Then take the reserve number to the Circulation Desk, where library staff will retrieve the item and check it out to you. Some course reserve items may not be accessible to Non-University Borrowers.

date due

The date on which a borrowed item is due back at the library. Unless an item’s loan period is expressed in hours, its date due means the item is due by the library’s closing time on that date.

Any item which has not been returned or renewed (if allowed) by its date due has a borrowing status of overdueand has the potential to incur a monetary and/or service penalty for its borrower. Once an item has been checked out to a borrower, its due date may still be adjusted for various reasons. Typically these are because:

  • The borrower may have requested that the item be renewed.
  • Another borrower may have requested the item be placed on hold for him or her.

Each borrower is expected to know the date due (and time due) of any item which he or she borrows. Any borrower who is uncertain about an item’s date (and time) due may either view such information using the “My Library Card” feature of Library OneSearch, or may contact the Circulation Desk (218-755-3345).

end of semester

For purposes of defining a date due, the A. C. Clark Library regards the end of semester to be the date immediately preceding the first day of a the next academic term.

Any item assigned an end of semester date due may (1) be recalled immediately by the library if it is requested by an instructor for placement on course reserve or (2) may be recalled anytime after its base loan period if the item has been requested for use by another borrower.


The act of a library user requesting that an item currently checked out to another borrower be set aside for the user upon its return.

The placing of a hold on an item which has already been checked out beyond the equivalent of its base loan period will result in its borrower being asked to return the item within seven days of the hold being placed.

in library use only
A library item with this designation may only be used within the library building. It may not be taken from the library. Such an item received from another library through interlibrary loan may only be used during interlibrary loan office hours.
item class

A common set of lending characteristics associated library materials assigned to that class.

These characteristics includes base loan period, which patron classes may borrow the items and for what loan periods, eligibility for renewals, number and timing of notices, overdue or billing charges, etc.

Any item identified as such on either on or inside its cover, or on its catalog record, may not be removed from the library. Such items are typically available on the open stacks.
non-University Borrower

A Non-University Borrower is any borrower whose borrowing privileges are not granted as a function of their employment or enrollment status with Bemidji State University (BSU faculty, staff or student).

There may be various types of Non-University Borrowers, but in all cases their ability to borrow BSU library materials is granted by the A. C. Clark Library as a privilege.


Any item which has not been returned and checked in by its date/time due has a status of overdue.

An overdue item does not necessarily result in a penalty for its borrower, but the library expects borrowers to return, or when possible and desired renew, any borrowed item before it becomes overdue.

The various penalties and charges associated with most classes of items can be found by viewing the A. C. Clark Library’s CirculationPolicies for Commonly Borrowed Materialspage. The library does send out overdue notices as a courtesy. Failure to receive such a notice does not, however, release the borrower from any obligations associated with having borrowed the overdue item.

overdue/billed item

If a borrower allows an item he or she has borrowed to become substantially overdue, he or she will be billed for the replacement of the item.

Such a billing includes a nonrefundable processing fee, typically $10.00 per item. Except for rare circumstances, if the item is returned within 6 months of becoming overdue, all but the nonrefundable processing fee is credited to the borrower’s account.

patron class
Each borrower is assigned to a patron class which best matches his or her relationship to Bemidji State University and the A. C. Clark Library. Each patron class defines the borrowing privileges and capabilities of all of the borrowers assigned to that class.
patron record
The aggregate of information resources which identify a specific person’s borrowing information, including but not limited to contact information (e-mail and postal addresses, phone number), patron activity (items currently borrowed, requested, etc.), and fines or other charges incurred and/or resolved.
renew (or renewal)

The act of requesting that the loan period for a borrowed item be extended. Assuming the request is granted, the item’s new date due is the same as if it had first been checked out on the date a renewal was requested.

Many of the library’s items are eligible for renewal. However, an item which has been placed on hold by another library user may not be renewed and its loan period may actually be shortened if it has already been renewed.