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KU Libraries: Proxy Borrower Card

Policy
Purpose: 

To define the purpose of the KU Libraries' Proxy Borrower Card, to outline qualifications for the card, and to document the policies for the use of this card.

Applies to: 

Currently employed KU Faculty (including Lecturers), Unclassified Academic Staff, Unclassified Professional Staff, University Support Staff, KU Graduate Students, and individuals with special needs who use the University of Kansas Libraries. This policy applies to users of Anschutz Library, Gorton Music & Dance Library, Library Annex, Murphy Art & Architecture Library, Spahr Engineering Library, and Watson Library.

Campus: 
Lawrence
Policy Statement: 
  1. Purpose of the Proxy Borrower Card.
    1. To allow a Sponsor to authorize a Proxy to check out library materials and to request library services on behalf of the Sponsor.
    2. This includes requests for and check out of KU Libraries circulating collections and items borrowed from another library (Interlibrary Loan).
    3. The Proxy Borrower Card does not include on- or off-campus access to the KU Libraries' licensed electronic resources and does not include an account to store funds for copying and printing.
  2. Proxy Sponsor Eligibility.
    1. University of Kansas Faculty, Unclassified Academic Staff, Unclassified Professional Staff, University Support Staff, and KU Graduate Students who have valid KU Libraries access, circulation, and request privileges may sponsor up to 3 individuals to act as their Proxies.
    2. Exceptions will be considered for other active borrowers with special needs.
  3. Proxy Eligibility.
    1. The Proxy should be a person trusted by the Sponsor to act on the Sponsor's behalf.
    2. The Proxy need not be eligible for KU Libraries privileges.
    3. The Proxy should have a valid photo ID and be 18 years of age or older.
  4. Application Process.
    1. Proxy Borrower Card Application Forms are available from any KU Libraries service desk or may be printed from the web (PDF).
    2. A paper copy application form with original signatures is required for each proxy card requested.
    3. Completed application forms require signatures for both the Proxy Sponsor and the Proxy and may be submitted with one of these methods:
      1. In person to the Circulation Business Office in Watson Library.
      2. By mail to: Circulation Business Office, University of Kansas Libraries, 1425 Jayhawk Blvd., Room 350, Lawrence, KS 66045.
      3. As PDF attachment to email sent to Circulation Business Office at libfines@ku.edu.
      4. By fax to (785) 864-8986, Attention: Circulation Business Office.
  5. Where Accepted.
    1. KU Libraries Proxy Borrower Cards will be honored at Anschutz Library, Gorton Music & Dance Library, Murphy Art & Architecture Library, Spahr Engineering Library, and Watson Library.
    2. The Proxy Borrower Card is not accepted at Kenneth Spencer Research Library or Wheat Law Library on the Lawrence campus or at the KU Medical Center libraries (Clendening, Dykes, and Farha).
  6. Card and Number.
    1. Each Sponsor will receive one 6-digit proxy number to be shared by all of the Sponsor's Proxies.
    2. A Proxy Borrower Card will be issued to each Proxy for whom an application form has been submitted.
  7. Privileges Granted.
    1. Proxies will be granted the same circulation and request privileges as the Proxy Sponsor, and when applicable, include Interlibrary Loan and Document Delivery services.
    2. All privileges granted are governed by the University of Kansas Libraries Access, Circulation, and Request Services policies.
  8. Duration of Privileges.
    1. The Proxy Borrower Card is active as long as the Sponsor continues to be eligible for library privileges or until the Sponsor indicates that the Proxy is no longer authorized to act on the Sponsor's behalf.
    2. To cancel any Proxy privileges, the Sponsor should notify the Circulation Business Office with an email message to libfines@ku.edu.
    3. A Sponsor's privileges will be suspended if a total of $80 or more in unpaid library charges has accumulated or when the Sponsor is no longer enrolled at or employed with the University.
  9. Proxy Responsibilities.
    1. Proxies will agree to use the Proxy Borrower Card for library privileges on behalf of the Sponsor and not for personal use.
    2. Proxies should come to the library with the Proxy Borrower Card and a KU Card or a valid government issued photo ID.
  10. Proxy Sponsor Responsibilities.
    1. The Proxy Sponsor is responsible for all materials borrowed and overdue fines and charges incurred through Proxies.
    2. The Proxy Sponsor should monitor the inventory of items checked out and work with Proxies to ensure timely return and renewal of library materials.
    3. Overdue, Recall, Notice of Fine or Fee, and Statement of Fines and Fees notices for items checked out by Proxies are sent to the Proxy Sponsor.
  11. Privacy Issues.
    1. The Proxy and the Proxy Sponsor will be able to view and to renew items in the Proxy Sponsor's My Account library record.
    2. It is not possible to determine which items were checked out by the Proxy or by the Proxy Sponsor.
Exclusions or Special Circumstances: 

This policy does not apply to Kenneth Spencer Research Library or the Wheat Law Library on the Lawrence campus or the KU Medical Center libraries (Clendening, Dykes, and Farha); the Proxy Borrower Card is not accepted for library services at these locations.

Consequences: 

The Proxy Sponsor assumes responsibility for all library activities conducted with use of the Proxy Borrower Card including: 1) the return of library materials, owned by the University of Kansas Libraries or borrowed via Interlibrary Loan from another library, and 2) for payment of any charges incurred for items returned overdue, items returned in damaged condition, and for item replacement charges, processing fees, and overdue fines for items never returned or returned in damaged beyond repair condition.

Contact: 

University of Kansas Libraries
1425 Jayhawk Blvd.
Lawrence, KS 66045
Asking Questions about KU Libraries Policies and Procedures

Approved by: 
Assistant Dean of Libraries for Content and Access Services
Approved on: 
Sunday, August 1, 1999
Effective on: 
Sunday, August 1, 1999
Review Cycle: 
Annual (As Needed)
Background: 

Previously documented via KU Libraries website.

Definitions: 

Proxy Borrower Card: A borrower card issued by the KU Libraries following an application process that allows the Proxy card holder to request items and to check them out on behalf of the Proxy Sponsor.

Keywords: 
circulation, borrowing
Review, Approval & Change History: 

07/12/2016: Updated to remove gendered pronouns.

01/07/2015: Added original policy approval and effective dates to the Contacts and Dates section.

11/26/2014: Published in the Policy Library.

11/17/2014: Reviewed and approved for including in KU Policy Library.

08/01/1999: Policy effective.

Libraries Categories: 
Access, Circulation, and Request Services
Library Borrowing
Library User Responsibilities
Privacy and Confidentiality

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