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KU Libraries: Access, Circulation, and Request Services for KU Faculty, Staff, and Affiliates


To define KU Libraries access, circulation, and request services for KU Faculty, Staff, and Affiliates.

Applies to: 

Currently employed KU Faculty (including Lecturers), Unclassified Academic Staff, Unclassified Professional Staff, University Support Staff, and Affiliates (including Emeritus and Retirees) currently in active or leave status in Lawrence/Edwards Campus Human Resource records. This policy applies to collections and services in Anschutz Library, Gorton Music & Dance Library, Library Annex, Murphy Art & Architecture Library, Spahr Engineering Library, Kenneth Spencer Research Library, and Watson Library.

Policy Statement: 
  1. Full Library Access, Circulation and Request Services are available to KU Faculty, Staff, and Affiliates, including:
    1. On-site access to facilities of the University of Kansas Libraries system during hours open to the public.
    2. On-site use of computer workstations with access to licensed electronic resources, productivity software, scanners, and networked printing.
    3. Off-campus access to licensed electronic information resources (some restrictions may apply).
    4. Use of request services including Interlibrary Loan, Document Delivery, Retrieve from Shelf, TripSaver (when eligible), Home Loan Delivery (when eligible), and Recalls.
    5. Borrowing privileges for circulating collections.
    6. Basic and specialized research help and instruction services.
    7. Ability to designate up to three individuals to act as Proxy Borrowers.
  2. Borrowing Privileges for KU Faculty, Staff, and Affiliates:
    1. KU circulating collections:
      1. May check out an unlimited number of long-term loan items for 4 months, and may renew the items 5 times via the Library Catalog before returning the items to the library or bringing the items to the library to check them out again.
      2. All long-term loan items are subject to recall at any time and must be returned within 14 days of the first recall notice date to avoid overdue charges.
      3. Short-term, reserve, and equipment loan items checked out for 2 weeks or less must be returned to the library from which they were checked out by the time due in order to avoid overdue charges and in order to check them out again.
      4. Items may be renewed or checked out again as long as there are no waiting requests, and the borrower owes less than $80 in library charges.
    2. Interlibrary Loan items:
      1. The due date for Interlibrary Loan items borrowed from another library is determined by the lending library and will be identified to the KU borrower at the time of checkout.
      2. ILL items cannot be renewed online; refer to instructions on the book jacket attached to each item.
  3. Kenneth Spencer Research Library:
    1. Kenneth Spencer Research Library is open to all researchers including those not affiliated with KU or another academic institution.
    2. Collections must be used on-site in the library's reading room.
    3. Library users need to register for a User Account in the Aeon system, present photo identification upon arrival at the library, and use the Aeon system to request library materials.
    4. See Reproducing Library Materials for information about copying and printing in Kenneth Spencer Research Library.
    5. The Proxy Borrower Card is not accepted at Kenneth Spencer Research Library.
  4. Other services:
    1. GWLA Reciprocal Circulation Program allows KU Faculty, Staff, and Affiliates in good standing with the KU Libraries to borrow circulating materials on-site while visiting other, cooperating, member libraries.
    2. UMKC Courtesy Card Program allows KU faculty, staff, and affiliates in good standing with the KU Libraries to apply for borrowing privileges at a participating institution in the greater Kansas City area. Request a UMKC Courtesy Card at the Watson Library Checkout Desk before your visit to the participating library.
    3. Reciprocal Faculty Borrowing Program (OCLC) allows KU faculty in good standing with the KU Libraries to request a Reciprocal Faculty Borrower's Card to serve as an introduction to libraries in participating institutions. Types and levels of service and requirements to receive privileges will vary with each institution. Request the Reciprocal Faculty Borrowing Program Card at the Watson Library Checkout Desk before your visit to a participating library.
Exclusions or Special Circumstances: 

This policy does not apply to the Wheat Law Library on the Lawrence campus or to the KU Medical Center libraries (Clendening, Dykes, and Farha).


Individuals no longer employed or no longer in Affiliate status in Human Resources records with the University of Kansas will no longer qualify for library privileges at the same level described in this policy.  The exceptions are that Emeritus and Retirees, as determined by Human Resources record status, and registered users at Kenneth Spencer Research Library, continue to qualify for library privileges as described in this policy.

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)

Previously documented via KU Libraries website content.


Current employment requires active or leave status for Faculty and Staff or active status as an authorized Affiliate in the University of Kansas (Lawrence and Edwards Campuses) Human Resource records. Individuals with term appointments, including Lecturers, have access to library services while in active status on the University payroll.

Good standing is defined as an individual who meets the definition of current employment with the University of Kansas and owes less than $80 in outstanding charges to the University of Kansas Libraries.

lecturers, emeritus, retirees
Change History: 

10/30/2017: Policy update reviewed and approved by the Assistant Dean of Libraries for Content and Access Services.  Updated and added links to KU Policy Library documents and to library website content.

01/06/2015: Added original policy approval and effective dates to the Contacts and Dates section.

12/15/2014: Added links to Related Policies.

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

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

08/01/2002; 08/01/2003; 01/01/2004; 03/01/2004; 03/01/2007; 08/01/2008; 08/01/2009; 10/01/2012: Revised.

08/01/1999: Policy effective.

Information Access & Technology Categories: 
Information Access
Libraries Categories: 
Access, Circulation, and Request Services
Library Borrowing
Library User Responsibilities

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