Circulation Policy

The purpose of the circulation policy is to make the resources of Prescott College Library readily available to all library users.

Library Users

Prescott College Library primarily supports the needs of our students, faculty and staff.  As part of the Yavapai Library Network we also welcome Yavapai County community members to use the library’s resources.

Loan Periods

 General Circulating Collection (Books and Audio)

  • RDP students, Community borrowers  –  3 weeks
  • ADP students, Faculty & Staff  –  4 weeks
  • MAP students – 5 weeks
  • Ph.D. students – 6 weeks

Video/DVD Collection

  • All borrowers  –  3 weeks

 Reserve Collection (Prescott College students only)

  • 5 hours or overnight (see Reserve Policy)

Periodical Collection, Reference Collection, Archives, Special Collections

  • Do not circulate

Some materials restricted to faculty and students (library use) only

Loan Terms

Borrowers should know the due date of library materials checked out to them and return or renew the materials in a timely manner.  A borrower may check the due date on items in person at the
circulation desk, by phone, e-mail, or by using our online catalog.

Borrowers are responsible for materials checked out to them.  The library staff recommends that borrowers do not lend items checked out to them to a third party. If materials become overdue, damaged, or lost during use by a third party, the borrower is still responsible.

Items may be renewed up to three times, providing there is not a hold on the item. Patrons are limited to a maximum of 50 items.

Students should return all library materials checked out to them prior to graduation or withdrawing from the College.

Checkouts and Renewals

Borrowers need to present their library card or other ID, upon request, when checking out library materials.  Materials may not be checked out by phone. However, library staff may hold a requested book at the circulation desk for a limited period of time.

A general circulating item may be renewed up to two times unless a hold (another borrower requesting the item) has been placed on the item.

Library materials may be renewed in person, by phone, e-mail, or by using our online catalog.

Prescott College students, faculty, and staff may check out an unlimited number of items.

Holds (Placing a Hold)

Prescott College Library is a member of the Yavapai Library Network.  This consortium is made up of most of the libraries in Yavapai County. Yavapai County borrowers may check out materials from other circulating libraries in the consortium.   Prescott College borrowers who wish to check out an item owned by another library in the consortium may place a hold on the item through the online catalog. The item will then be sent to Prescott College Library via courier and may be picked up at the library circulation desk. A notice will be sent by mail or e-mail when the item is available for checkout.  Borrowers may also place a hold on items that are currently checked out to someone else.  When the item is returned it is reserved for the borrower and a notice of availability will be sent.

There is a maximum of 50 holds per patron allowed.

The Library will mail books from other YLN libraries to our off-campus students.  Students are responsible for return postage.

Overdues, Fines and Billings

Overdue items

 Library materials are due on the assigned due date or time.  It is the borrower’s responsibility to make sure borrowed material is returned on time.  Borrowers are sent “first” and “final” notices for general circulating items.  A pre-overdue notice will be sent by email.  Overdue notices will be sent by mail or e-mail; however, the notices are a courtesy, and the library does not assume responsibility for non-receipt of overdue notices.


  • General circulating collection – Prescott College Library extends a three-day grace period on general circulating items.  There is no grace period for any other type of loan. Fines are assessed at a rate of $ .25 per day per item, up to $10.00 per item.  Fines are assessed only on days the library is open.
  • Interlibrary loan materials – Rate is $1.00 per day, per item, no grace period, no exceptions.
  • Reserve materials – Rate is $ .25 per hour, per item, no grace period.
  • Fines on material checked out from other libraries in the consortium are based upon the rate and grace period established by the owning library.  Borrowers are responsible for knowing these rates.
  • Borrowers who have accumulated fines of $10.00 or more, or have five or more overdue items, are blocked, and may have their borrowing privileges suspended.

Billings Notices

Billing notices will be sent to borrowers by mail or e-mail advising them that fines have accrued on their library account. Payment is expected at the library in a timely manner.  However, partial payments may be made if prior arrangements are made with library staff.  Fines not paid in a timely manner will be sent to the Prescott College Business Office for collection (extra charges may be added by the Business Office). Payment must then be made at the Business Office.

Faculty and staff are not charged overdue fines on general circulating items or reserve items when checked out at PCL using their PC library card. All patrons will be charged for overdue interlibrary loan materials and lost and damaged items.

Lost/Damaged Materials

Borrowers are responsible for items borrowed on their library card and are liable for replacement/repair costs, including processing fees.

When an item is reported as lost or damaged the library staff will assess repair and/or replacement costs. This cost will vary per book.  This cost, plus an additional $10.00 processing fee, will be charged to the borrower.

When a borrower fails to return an overdue item within 6 weeks from the due date, it is considered lost and the replacement cost plus a $10.00 processing fee will be charged to the borrower’s account.  The account will be sent to the Business Office for collection (extra charges may be added by the Business Office).  Payment must then be made at the Business Office.  A partial refund of the cost of the material may be made when lost material is returned, provided a replacement copy has not yet been ordered.  Processing fees will not be waived.

Claims Returned

If a borrower reports that she/he has already returned an item after receiving the first overdue notice several steps will be taken:

  • The library staff will search the shelves for the item.
  • The borrower will be asked to carefully check that the item is not in her/his possession.
  • If the item is not found the library staff may list the book as “claims returned” and the borrower will not be charged for the book.
  • The “claims returned” option may only be used once by a borrower.

Mailing Items

Yavapai Library Network books requested by Prescott College students who live outside the county will be mailed to them at no charge.  The borrower is responsible for returning the books prior to their due date and is responsible for return postage.  Videos and other media, which circulate for one week, will not be mailed.

We do not mail YLN books outside of the United States; students who require Prescott College books mailed out of the country may make arrangements with the Circulation Supervisor.


Circulation records and other records identifying the names of library users are confidential.  Such records will not be made available to any individual or agency of local, state or federal government except pursuant to local, state or federal law relating to civil, criminal or administrative discovery procedures or legislative power.

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