EMMIC CIRCULATION POLICY

• Internal Clients
• External Clients
• Procedures and Guidelines

1. The Library makes available books, reports, government documents, studies, and audio-visual material to NRCan Employees who are registered with the Library. All circulating collections may be borrowed for three weeks, periodical issues for one week.
2. All clients may consult all collections, including non-circulating collections in the Library.
3. Internal clients may borrow monographic materials for an initial loan period of three weeks with the possibility of two renewals of two weeks each, provided the material has not been requested by another internal client in the interim. Clients may borrow complete issues of periodicals for an initial loan period of one week with the possibility of two renewals of one week each. Current periodical issues can be consulted in the Library only.
4. Internal clients outside the NCR may borrow monographic materials for an initial loan period of four weeks with the possibility of two renewals of two weeks each provided the material hasn't been requested by another internal client in the interim.
5. Renewals are possible for two periods of two weeks each for monographic materials, and two renewal periods of one week each for complete periodical issues. Renewals are denied if another internal client has placed the material on hold, or if the limit of two renewal periods has been reached. Material that has been renewed twice must physically return to the Library at the end of the loan period for the purposes of control; at that point, users may reinitiate the loan from the beginning, provided another internal client has not requested the material in the interim.
6. If an item is currently loaned, internal clients may place their name on a hold list. If the material is overdue, the Circulation Technician will recall the item from the current user. If the waiting client's request is urgent and the material is not overdue, the Circulation Technician will recommend an interlibrary loan. Recalls are limited to overdue materials only.
7. Internal clients may borrow a maximum of 15 items at a time, for a maximum of 50 items in total.
8. All internal NHQ clients may request interlibrary loans for material related to their work and not held in our collection. ILL Services are not available to clients outside of the NHQ area.
9. For scientific materials, the Reference Librarian may, on a case by case, grant a long-term loan. Internal clients may request long-term loans for a period of 3 months with a possibility of 2 renewals of 3 months each, provided that the material has not been requested by another internal client in the interim. Material that has been renewed twice must physically return to the Library at the end of the loan period for the purposes of control; at that point, users may reinitiate the loan from the beginning, provided another internal client has not requested the material in the interim.

1. EMMIC does not loan directly to individuals outside of NRCan. Federal, university, and other libraries are welcome to register as users for the purposes of borrowing material from our circulating collections for their clients. Loans are for three weeks, with the possibility of two renewals of two weeks each, provided the material has not been requested by an internal client in the interim.
   External clients outside of the NCR have an initial loan period of four weeks to allow for delivery of material, with the possibility of two renewals of two weeks each, provided the material has not been requested by an internal client in the interim.
   External clients are not entitled to place material on hold. Requests from external clients for material currently circulating will be cancelled. Circulation Technician will recall overdue material, but holds will not be placed for external clients and requests for overdue items may still be cancelled.
   
2. External clients may borrow a maximum of 10 items at a time.

1. All clients must register with the Library by establishing a patron file; patron files are for the purpose of circulating Library material and controlling interlibrary loans.
   In the case of overdue material, the Library will generate and send three notices to the client. Clients with five or more items overdue will be required to resolve those loans through renewal or return before borrowing additional items.
   
2. Costs associated with lost or damaged materials will be charged to the client's RC. A processing fee of $20 will be added to the total cost of the publication.

May 2003