Library background

General Lending Policies

3 Hour Loan Policy / Food / Generic Users / Lateness / Noise / Non-MUC Equipment / Student Union
and MUC Campus Club Borrowers
/ Outside Groups / Retirees

  • No weekend loans of Laptops/Data Projectors for students ever under any
    circumstances no exceptions.
  • Summer Loans: Only in the summer do we consider two laptops for extended loan (over 24 hours or weekend but less than two weeks) and two for longer loan (more than two weeks)--and these loans are somewhat discretionary and don't need manager approval in all cases but may be called for in some. Never are there to be less than THREE (of our four) data projectors available for loan. This means if one is out for repairs, no data projectors are available for more than 24 hour (or weekend) loan.
  • Alumni, former employees/retirees and students from
    other institutions are not eligible to borrow equipment. More
  • The only time we RENT equipment to outside agencies is when they have booked a
    campus room/lab/theatre and are using it there - rental fees apply if the
    equipment is not already installed in the room. See RENTING EQUIPMENT TO OUTSIDE GROUPS below.
    If student knows their student # we will make the equipment
    reservation/booking for them.  They must present their card when
    they come to pick up the equipment - NO EXCEPTIONS. Tough Love! Too bad so sad! Only through SUFFERING will the client learn to correct the error of his/her ways. We must be cruel to be kind.

see also Loan Periods



Although most of us are conscientious in our use of time, it's useful occasionally to review our practices around arrival and departure, and breaks. Please remember that failure to arrive on time for a shift always has an impact on your co-workers. Lateness often affects workflow, and workload. Even on those occasions when lateness does not have this effect, it can create a disruptive atmosphere for a while, and sometimes for the entire shift, as the late arrival struggles to catch up with tasks. Sometimes one team member's lateness means that important information is not transferred in a timely manner. Such disruptions directly affect the efficiency and quality of service to students, faculty, and staff.

Another significant consequence of lateness (and of lengthy breaks) is the perception of inequity, and its effect on staff morale. To function effectively as a team, we need to feel that every member is pulling his or her own weight.

Coffee and meal breaks are important opportunities for us to relax and refresh ourselves during shifts that are often busy. However, please remember that others are still at work during your breaks, and that they rely on you to return on time.

If you are faced with an emergency that prevents you from arriving on time, please contact your supervisor (if possible), and/or leave a message at the Service Desk.

If you are planning to take lieu time (in excess of five or ten minutes), please inform your supervisor and other staff on the same shift, well in advance.

Time is one of the most precious resources we have, and in a team environment, it is a shared resource. Please respect your fellow workers by observing appropriate arrival, departure and break times.

Eileen Edmunds, May 2006


On November 7, 2006 Kate wrote Bob Foley: We have had a number of noise complaints lately; one from the 4th floor about noise travelling upward from the chairs underneath the stairs, but most from a group or groups that seem to be congregating in the Garden Court area. These are largish groups and there has been some fairly raucous card-playing, foul language, and a pretty high general noise level, interfering at times with client interactions at the Equipment and Service Desks Margo has asked them once to lower the level, and they did comply for a time.

Should we be doing this on a regular basis, and reminding people to keep the noise level at least reasonable? It traditionally was the librarians who requested compliance for this policy--should Service staff be asking librarians on duty to do it, or should we do it ourselves?

Can anything else be done to ameliorate the problem? Moving chairs, installing a barrier of some kind, etc.?

I think that wherever any one of us (librarians or support staff) is in the library, and whenever we have difficulty hearing or talking to our patrons, we should let the offenders know that they are interfering with our work.

To which Bob Foley replied: I think all staff should feel comfortable that they can approach students to be a bit more respectful of the rights of others when things are clearly out of hand.

We have some signs up, have tried to push some chairs into different positions, tried to be less diverse in furniture placement and so on. The one thing that is clear is that everyone believes that students should be more sensitive than they are. There is little evidence that the signs are working but we moved furniture to those locations that are now the current problem, away from more "quiet" areas. I've tried to move them into more visible areas to the service desk and away from hidden areas like the north east corner. So for now clustering seems to work somewhat in drawing the noise into areas under more scrutiny. It may be that the noise follows the casual chairs but think that is sometimes the case but not always. Reducing the chairs is probably not the right answer.

In discussions with the librarians, there are problems like this in most post secondary libraries and wherever library staff aggressively try to establish control, they end up with worse problems than before. I know that there is little appetite by staff to enter into the arena of control.I know some of our folks believe that someone should do something but that someone is yet to be identified.

If we take it on, we have to be consistent and persistent. Can we deliver on that? The issue is not that there are student discussions taking place but at what point should we step in. As soon as we are engaged in policing action, the students themselves won't police it as peers. We simply cannot vacate the service desk to run upstairs to address a situtation which will quiet as soon as we arrive, and resume as soon as we leave.

I don't really know what the answer is. We have built a library to promote social aspects of learning but there is clearly a range of activity from the acceptable to the unacceptable. What is the thinking of your folks? What do they think will work? We'll get it on the agenda for librarians again.

To which Jennifer Brownlow replied: I’ve also noticed that the cell phone use is getting loud, and sometimes people are on the run shouting into their cell phones on their way out or into the library.

I have seen some patrons let others know if they are being disturbed but I know that there are others out there who are reluctant to do so, especially if it is a group that is being noisy. If I’m going through the library and I encounter a noisy bunch, I will suggest they pipe down – that’s about all I can do.

The Garden Court area hasn’t always been overly noisy – perhaps it’s a certain group of students who have recently discovered that it’s nice to hang out there.

To which Eileen added: I support Service Desk staff asking people in the Garden Court to lower their voices, if conversation in that area is making Service Desk interactions difficult. Other areas are trickier. I don’t think any of us feel that ‘shhing’ is part of our job.


Eileen to Bob Foley Dec 6/06

Margo got a question (a demand, actually) concerning equipment loans to retired employees. The individual has interpreted the phrase 'library borrowing privileges' to include all resources, including a/v equipment. Other than Kate's online Service Desk manual, do you know where retiree's library privileges are outlined? The
VIUFA contract (as posted on the HR website) does not address the issue.
Feel free to refer this person to me if they need clarification on the policy, and our procedures, which are to meet the needs of currently enrolled students, and currently employed faculty and staff.

Bob's Dec 1/06 reply

There is no "definition" of library services in this regard. TheVIUFA contract is about all there is. A policy document is somewhere in the pipe but I haven't seen it. In any case it wouldn't be that prescriptive. We can set our own procedures in this regard, as we do with rare books for example. In this case, we have a limited number of resources which must be prioritized regularly. I think the purpose of the equipment which is to support educational program delivery is a key element.

Eileen's Bottom Line Reply to EquipLoans
Feel free to refer this person to me if they need clarification on the policy, and our procedures, which are to meet the needs of currently enrolled students, and currently employed faculty and staff.

Student Union Borrowers

05Nov27 from President of Student Union
"I don't think that the Students' Union is interested in granting authority to everyone on its Board to borrow equipment under the name of the Students' Union. It also seems like excessive administration for you to track all 23 members of our Board of Directors each year. I suggested that only two people be permitted to borrow equipment on behalf of the Students' Union: myself [Steven Beasley]and our Office Administrator, Gennifer Tooke.
Gennifer is responsible for loaning out our equipment and deals with booking rooms at the University so it falls under her responsibilities. I will act as a backup."

**Campus Club Borrowers

Members of recognized campus clubs may borrow equipment for campus club
activities.  Student VIU ID is required and the same loan periods apply as
to all other student loans.  Campus clubs recognized by the VIU
Student Union are listed in the blue class authorization binder. 

Renting Equipment to Outside Groups Renting VIU Space

Generally speaking, our mandate and policy is to provide equipment only for
VIU faculty, staff and students who have valid student/staff/faculty cards. We do not "rent" equipment to the "general public" either individual or organization for any reason with one exception: If they are renting a room and require equipment, we will rent equipment. The billing is done in conjunction with the room billing--as part of their renting the room.

Click here for Rental Prices and Procedures

Support for Non-VIU Equipment

Due to potential liability issues, we do not provide hands-on assistance for equipment not owned by
VIU. We may offer advice on the selection, operation and troubleshooting of equipment with the understanding that
VIU nor any of its employees is in any way responsible for equipment not owned by the institution.




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