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KU Libraries: Access, Circulation, and Request Services for KU Graduate Students


To define KU Libraries access, circulation, and request services for KU Graduate Students.

Applies to: 

Currently enrolled KU Graduate Students, including Graduate Teaching Assistants and Graduate Research Assistants, using the resources and services provided by the University of Kansas Libraries on the Lawrence campus. 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 currently enrolled KU Graduate Students, including:
    1. On-site access to facilities of the University of Kansas Libraries system during hours open to 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, 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 Graduate Students:
    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 currently enrolled KU students 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 currently enrolled KU students in good standing with the KU Libraries to apply for library borrowing privileges at a participating institution in the Kansas City area. Request a UMKC Courtesy Card at the Watson Library Checkout Desk before your visit to the 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 enrolled at the University of Kansas will no longer qualify for library privileges at the same level described in this document. The exception is that 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 enrollment requirements apply to KU Graduate Students:

  1. Current enrollment is defined as enrolled at the University of Kansas for the current semester.  New students have library privileges beginning with the first day of class for the first semester enrolled in classes.
  2. From mid-May through mid-August, enrollment for the summer session or the forthcoming fall semester (if enrolled for the previous spring) qualifies as current enrollment.
  3. To avoid a break in service following active summer session enrollment, the student must be enrolled for the forthcoming fall semester.
  4. From mid-December through mid-January, enrollment for the forthcoming spring semester qualifies as current enrollment (if enrolled for the previous fall).
  5. For students who have a lapse in enrollment, library privileges resume with the first day of classes for the next semester enrolled.
  6. Late enrollment will delay activation or re-activation of library privileges.
  7. Eligibility for library access, circulation, and request services for Graduate Teaching Assistants and Graduate Research Assistants is determined by the student's enrollment status, not the employment status.

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

borrowing, GTA, GRA
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 Related Policies and to Related Other sections.

01/06/2015: 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 inclusion in 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; 11/17/2014: 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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