Library Policies

Circulation Policies

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Borrowing | Loan Periods | Renewing & Returns | Holds/Recalls | Fines and Fees



Borrowing Books

To borrow materials from the UIW libraries, you must have a valid UIW ID for the current semester and a record free of library fines. Borrowing privileges are automatically lost when a student withdraws from school. Materials are checked out only to the person to whom the ID card is issued. To determine if you are an affiliated patron, please read our Visitor’s Policy.

Items are due on the date (date/time for Reserves) indicated on your receipt or in your personal circulation record found in Primo (MyAccount)

Faculty may designate proxy borrowers (student assistants) to check out materials from the library on their behalf by filling out a proxy borrowing form. For more information go to Proxy Borrowing

Visitor Borrowing – TexShare Card

  • Students enrolled at institutions of higher learning in Texas can obtain a TexShare borrowing card at their home library. TexShare card holders are entitled to limited borrowing privileges at other libraries. UIW is a member of this statewide consortium of academic, public and special libraries. To learn more, go to TexShare.

Reserve Collection Circulation

  • Faculty often put personal or library materials on reserve.  You can check these out at the Circulation      Desk. Loan periods may vary depending upon the constraints set by the faculty member. 

Audiovisual Collection Circulation

  • Audiovisual materials (DVDs, videotapes, CDs, etc.) are located in the large room behind the reference desk. These items can be checked out at the Circulation Desk.



Borrower Type
Maximum Items
Item Types
Loan Period
Undergraduate Students1
3 weeks
Graduate Students1
4 weeks
Faculty, Faculty Emeriti, UIW Administrators
End of semester
UIW Staff
3 weeks
IWHS/SACHS Students and Faculty
3 weeks
UIW Retirement Center Residents
3 weeks
UIW Alumni3
3 weeks
3 weeks
ELS Students
3 weeks
ELS Faculty
3 weeks
UIW Students, UIW Retirement, Staff, IWHS/SACHS Faculty, ELS Students & Faculty
7 days
UIW Faculty
7 days
 Undergraduate & Graduate Students, Faculty
 24 hours

1 – Includes Main Campus, ADCaP, and UIW Online students     

2 – Non-renewable     

3 – UIW Alumni ID and driver’s license required     

4 – With valid TexShare card and school ID or driver’s license 

5 – One renewal

6 – Must come into the library for renewal of AV



Renewing Books

  • Books that are not overdue, have not been recalled or have not been placed on hold for other borrowers can be renewed by undergraduate and graduate students.
  • Books may be renewed online using Primo (MyAccount), by phone (210-829-3836) or when presented at the Circulation Desk.

Returning Items

  • The borrower bears the full responsibility for returning materials on time.
  • Return materials to the Circulation Desk during library hours.
  • When the library is closed, only books may be placed in the book drop located near the entrance to the library.
  • Do not drop off audiovisual or interlibrary loan items in the book drop.



  • Students only:  If you are in good standing with the library, you may place a hold on an item which is currently checked out. This automated service creates a queue and alerts library staff that you are waiting for the book to be returned. When the book is returned, you will be sent an email notification.  Library staff will hold the book at the Circulation Desk for 7 days. Ask library staff for more details.
  • Faculty only:  A notice is emailed to the current borrower strongly encouraging them to bring the book back by the due date.  If the recalled item is not returned by the date due, the current borrower will be liable to the following fines: $2 per day and a maximum of $20 per item, beginning with the first day overdue. When the item is returned, the requesting faculty member is notified and the item is placed on the hold shelf at the Circulation Desk for pick up.   
  • Holds:  If you are in possession of an item and a hold has been placed on this item, you will be able to keep it for the duration of your original loan. You will receive a notice from the library informing you of the hold.  Overdue fines for books on hold accrue at $1 per day. The library generates hold, recall and overdue notices only once.  It is your responsibility to check your UIW email account and make sure that the library has your correct local mailing address.
  • Recalls: Recalls can only be placed by UIW faculty. If you are in possession of an item that has a recall on it, the library will notify you of this change via email.  It is your responsibility to check your UIW email account and make sure that the library has your correct local mailing address.

Checking the status of your items – It may be useful to check the status of items you’ve borrowed in case a hold or a recall has been placed. To do this, log into your account in Primo.

Please note: Audiovisual materials cannot be placed on hold or recalled due to the limited circulation period.



Lost/Damaged Materials

  • An overdue item is declared lost when it has accrued the maximum overdue fine. The borrower is assessed the replacement cost and the maximum overdue fine.   
  • If the materials that have been declared lost are returned to the library before a new copy is purchased by the library, only the replacement cost is refunded.
  • The fine is NOT refundable.
  • When an item is damaged beyond repair,the borrower is assessed the replacement cost of the item.

Overdue Fines

  • The library is not responsible for notifying borrowers of overdue materials. As a courtesy, the library sends one overdue notice via UIW email, but is not responsible for late, lost or non-deliverable notices. The borrower is responsible for checking their UIW email account and making sure that the library has their current local mailing address.
  • It may be useful to occasionally check the due date of items you have borrowed. To do this online, log into MyAccount in Primo on the library’s website.


Item Type
Fine per Day/Hour
Maximum Fine
3 or 4-week materials
  $.50 per day
$10 per item1
1-week and 2-day materials
$1 per day
$20 per item1
2, 3 and 4-hour materials4
    $.50 per hour
$20 per item
$1 per day
$20 per item
Materials with Holds2
$1 per day
$20 per item
Recalled materials3
$2 per day
$20 per item
$5 per hour 
 $25 per item
  1. When the item reaches the maximum fine amount, the patron will be charged the maximum overdue fine and the cost of the item.
  2. Items with holds placed on them will accrue fines after the original due date. 
  3. Recalled items will accrue an inflated overdue fine after the due date. 
  4. Includes group study and graduate study room keys.