FAQs


Circulation

Who can borrow materials from Clark Library?

UP students, faculty and staff

UP Alumni (with verification from the alumni office)

Students & faculty from schools in the Orbis Cascade Alliance (bring your school ID card)

Residents of the city of Portland are eligible to receive a free Portland community card that allows them to check out materials from the Clark Library.

All others may purchase a fee card for:

  • $ 15 for 3 months
  • $ 30 for 6 months
  • $ 45 for 9 months
  • $ 60 for 12 months

How do I get a library card?

UP students, faculty and staff: Your UP ID card is your library card.

Note: as of Summer 2014, the library barcode has been changed to the UP ID number for all users. Users who have an ID card with a sticker on the back of the card are encouraged to obtain a new ID card from Public Safety (though users may still check out materials with your existing ID card)

Alumni: obtain an alumni card from the Alumni Office. Bring the alumni card to the to the Library Service Desk and ask to be issued a barcode for checking out materials.

Students from Orbis Cascade Alliance or NAPCU institutions: Bring your current, valid school ID to the Library Service Desk.

Portland residents: are eligible for a Portland community card

All others: purchase a fee card

Who has access to my library record?

Patron records are confidential and available to library staff only to carry out library operations. Questions regarding access to patron records should be referred to the dean; in the dean's absence inquiries should be directed to the head of public services.

Which items are available for check out, and how long can I borrow this item?

See the Loan Periods chart to find out how long you can check out an item.

What are the fines for late items & replacement fees for lost materials?

Book Stacks and Media:
$.25 per item per day/$10 maximum

Summit Items:
$.50 per item per day/$10 maximum

Reserves:
$2.00 per item per hour/$20 maximum

Overdue fines will apply to items not returned to the library or renewed by the due date. To avoid these fines, there are several ways to renew loans on materials.

Replacement Fees for Lost Materials:

For lost or damaged UP Library materials, there is both a replacement charge and a processing fee associated with a lost or damaged item. The replacement charge is based on the average cost of library materials rather than the list price of a single item.

Books, Videos, DVDs:
$50 replacement charge + $30 processing fee

UP Library does not own Summit or Interlibrary Loan materials. Charges associated with lost or damaged Summit or ILL materials are as follows:

Summit Materials:
$60.00 replacement fee + $30 processing fee

Interlibrary Loan Materials:
The fee assessed by the lending library.

How can I renew my items?

There are different options for asking for renewals or obtaining another copy of an item, depending on what the item is and where it came from – choose the type of item that you wish to renew:

Am I eligible for a refund if I find a library book that I lost and paid for?

It depends. If the loss occurred less than 6 months ago AND we haven't already repurchased the book (or another to take its place) then yes, the library can provide a refund (or credit your Banner account) for the loss. Just bring the book back to the Library Service Desk and be sure to ask the Supervisor if a refund is possible.

Summit

What is Summit?

Summit is a shared library catalog of the Orbis Cascade Alliance, which is a group of 39 academic libraries in Oregon, Washington, and Idaho (see a list of member libraries). The Summit system allows patrons at member institutions to request books, sound recordings, films, maps, and more, and have these materials delivered to any participating library within 2-3 business days. In addition, patrons may visit any member library and borrow materials with a valid ID card from any Orbis Cascade Alliance institution.

How do I request materials from Summit?

Summit is included within UP Library Search; choose either the UP + Summit or UP + Summit + Articles from the drop-down menu of search options.

After connecting to UP Library Search, choose Sign in from the upper right corner of the screen. Then enter your UP network username and password.

When you find an item available via Summit that you wish to request, choose the Find or Request tab, then choose the Request via Summit (about 5 days) link to request the item.

You will receive an email when your item is available to be picked up at Clark Library.

How long does it take for Summit items to arrive?

Items requested via Summit usually arrive within about 3-5 business days.

How long can I borrow items requested from Summit?

Items requested via Summit may be borrowed for:

Books: 6 weeks

DVDs, CDs, media: 6 days

For full details, see the Loan Periods chart.

Can I renew items borrowed via Summit?

Unfortunately, Summit items may not be renewed.  Instead, please return the copy that you currently have checked out, and request another copy of the item via Summit.

May I pick up items requested via Summit from other libraries?

Yes, it is possible to pick up items requested via Summit at any participating library.  However, before requesting materials, it is necessary to visit the library where you intend to pick up your materials in person and request to be adopted into their library system. This will set you up to request items and pick them up at that library.

For full details, see: Oregon/Washington Students: Pick Up Books at Local Libraries

May I check out items directly from Summit libraries?

Yes, you may visit any participating Summit library in person, and check out items directly from that library with your UP ID card.

When you are finished using the item, you may return it either to the library where you borrowed it, or return it to UP's Clark Library, and we will send the book back to the owning library.


Interlibrary Loan

What is interlibrary loan?

Interlibrary loan is a library service that obtains materials not owned by the Clark Library needed for class, research, or job-related projects. Typically the materials are obtained from another library or from a commercial document delivery service.

Who can use the service?

Current UP students, faculty and staff.

What does it cost?

Usually the library does not pass on copyright and processing fees to students, faculty or staff. However, for charges in excess of $30.00, undergraduates will be asked to pay the difference between the actual cost for the request and $30.00. We will let you know of any charges before fulfilling the request.

How do I make a request?

To request an article, use one of these methods:

  • Logon to UP ILLiad and use the "Request an Article" button. 
  • From many of the library's online databases, select the Get it @ UP link to see if the article is available through UP.  If it is not available, use the Request via UP ILLiad link on the Get it @ UP page.
  • For more information about requesting articles, see Using UP ILLiad to Request Materials (PDF)

To borrow a book from another library:

  • Search UP Library Search.
  • When you find an item you would like to request, choose the title of the item to see the full description. In order to see the request links, choose the UP users sign in to request item button. After signing in, many items will offer a Request via Summit link; Summit items arrive within 3-5 days. Some items not available through Summit will have a Request via UP ILLiad link; books requested through UP ILLiad will arrive within 10-14 days.

How do I get articles from journals that UP owns in print or microfilm/microfiche?

To obtain a copy of an article from a journal owned by UP, choose either of the following options:
  1. Come into the library during our regular library hours, find the print or microfilm/microfiche copy of the journal, and use our equipment to make a copy of the article.
  2. Use UP ILLiad to request articles published in journals owned by UP. The articles will be delivered to you electronically; you will receive an email when the article is available. See “How do I make a request” (above).

Is there a limit to the number of materials I can request?

There is no limit for faculty, staff and graduate students. For undergraduates there is a limit of 15 active requests at any one time. If you need to exceed this limit please call the Interlibrary Loan office at 503.943.7526 to discuss options available.

If you request more than 5 items at once, your requests may be processed over several days depending on the current volume of requesting.

Loan periods are set by the lending library and due dates must be honored please request only the number of items you can effectively use at any given time.

How long does it take to get a book or an article?

Every request is processed as quickly as possible. The turnaround time can vary, but on average:

Articles: 3-5 days

Books: 1-2 weeks (3-5 days if we can borrow the item within Oregon)

Where do I pick up materials when they arrive?

Books: At the Library Service Desk.

Articles: Articles are delivered electronically. You will receive an email when your article is available, with instructions for accessing your article online.

How long can I borrow items requested through Interlibrary Loan?

Items requested via Interlibrary Loan may be borrowed for:

Books: 6 weeks

DVDs, CDs, media: 6 days

For full details, see the Loan Periods chart.

Can I renew books borrowed on Interlibrary Loan?

The lending library occasionally renews items. Please contact the Interlibrary Loan office, 503.943.7526 or email ill@up.edu. We'll ask the lending library for a renewal and will contact you with the answer.

How long will my electronically-delivered interlibrary loan articles be available online?

Items will be available online for 30 days after you receive your email notification. After 30 days, the article will be automatically removed from the system.

I can't open an electronically delivered article. Help!

Please see the PDF Troubleshooting Guide for tips on how to open electronically-delivered articles or call 503.943.7526 for help.

Can I cancel an ILL request?

Yes, but only requests that you have just submitted. To cancel a UP ILLiad request, call the Interlibrary Loan office (503.943.7526) or email ill@up.edu.

To cancel a request that you have just submitted, you can also:

  • Login to UP ILLiad
  • In the Outstanding Requests box, choose the Transaction Number link for the item you wish to cancel
  • Choose the Cancel Request link (near the top of the page, just above the Transaction Information header)

If the Interlibrary Loan department has already processed the request and found a library willing to lend us the item, you will not be able to cancel the request.

Can I order dissertations through Interlibrary Loan?

Yes; dissertations may be requested via Interlibrary Loan. Please use the Book request form in UP ILLiad to request dissertations.

In addition, many dissertation authors now choose to make their dissertations freely available online via their university's institutional repository. The Finding Dissertations page links to resources for locating online copies of dissertations.

Can I order textbooks on Interlibrary Loan?

Due to high demand, textbooks are not available for loan through UP ILLiad. However, students are welcome to borrow textbooks from Summit libraries through UP Library Search (as long as the request link says: Request via Summit NOT Request via UP ILLiad).

Can I order Interlibrary loan materials while I am studying abroad?

Yes, you can. Since we deliver the articles electronically, it really does not matter where you are; as long as you have access to a computer and email.

Books are a little trickier. Because of the time it takes to mail a book it may be more efficient for you to try to find these kinds of material on your local campus. It also makes a difference how close it is to your date of departure from the study abroad program. We don't want to mail materials that might potentially arrive after you have left to come home. When in doubt, email the interlibrary loan department at library@up.edu and ask them about a particular title.

If you do make use of Interlibrary Loan while studying abroad, be sure to change your status in your UP ILLiad account from Undergraduate to Ugrad-Study Abroad so we will be aware of where the request is coming from.


Reserves (Students)

What are reserves?

Reserves are required readings assigned by faculty that are placed in a special location in the library and given a short loan period. The idea behind reserves is to make them readily available for an entire class to use.

Where and how do I find reserve materials?

Print and Media reserves: located behind the Library Service Desk.

Electronic Reserves:  available online, from any computer (on- or off-campus) with Internet access.

To find course reserves:

  • Go to Course Reserves
  • Login with your UP network username and password
  • The first time you login, you will be prompted to confirm your account. Choose the Submit button to complete this process.
  • Once you are logged in, you should see a list of your registered courses. Choose a course to see the list of items on reserve for that course.
  • Choose a specific reserve item to learn how you may access that item (whether the item is available online, or whether the item may be checked out at the Library Service Desk).

What are the loan periods for reserves?

Course Reserves generally circulate for 4 hours.

Are there overdue fines for reserves that are returned late?

Because reserves are needed by an entire class, heavier fines are imposed when they are returned late. Fines for reserves are assessed at $2.00 per item per hour.

Reserves (Faculty)

How do I place material on reserve?

Fill out a Course Reserves Request Form, and bring any personal copy materials (e.g. items that are not already owned by the library) to the Library Service Desk. If you are placing items from the library's collection on reserve, library staff will pull the items and place them on reserve for you.

What kinds of materials can be placed on reserve?

Personal books, UP library books, short photocopies, media, course syllabi, tests, and non-copyrighted materials. Copyright fair use guidelines for reserves state that only one chapter per book or one article per journal issue may be placed on reserve without seeking permission from the copyright holder. The library will seek permissions and determine what royalties would have to be paid for items that constitute more than 10% of an entire work. Faculty should obtain written permission from any student whose work is being placed on reserve.

Off air tapings may only be placed on reserve for 10 days and may not be re-used. Instead, ask the library to purchase the media for the collection.

For more information about copyright, see Copyright Guidelines.

If I want to use more than one article per journal issue or book chapter per book, how do I get permission from the publisher?

Just let us know and we'll take care of that for you. We can query the publisher electronically and find out what the costs would be. Since the library has a limited budget for copyright royalties, we’ll consult with you if the costs are determined to be prohibitively expensive and look for another way to provide the material. Remember that if we own the book we can always put the original on reserve - since no copies are being made, we don't have to worry about violating copyright guidelines.

What materials can NOT be placed on reserve?

Rented videos, other borrowed media, and books belonging to other libraries cannot be placed on reserve.

Additionally, reference books are not usually placed on reserve (See "Why can't Reference Books be placed on reserve?" below for more information).

Why can't reference books be placed on reserve?

Because they can't be checked out, reference books are always available - there's no need to place them on reserve. In fact placing them on reserve would make it unnecessarily difficult for others outside the course to access these materials. We suggest that faculty list the call number and location of those items right on the course syllabus to make it easier for the students to find them.

What things are NOT suitable for electronic reserve?

More than 10% of a book may not be possible to place on reserve simply because the royalty costs would be prohibitively expensive. In that case, a course pack might work better, or, in the case of a book, we could place the print copy on reserve.

What are other situations where I should consider a course pack over reserves?

Course packs should be considered for especially long articles which could be more problematic to download over the web. If articles are the main readings for a course (as opposed to a textbook) course packs are a logical way to go.

Who handles course packs on campus?

Printing services (503.943.7200). Submit your list of references (author, title, source) and they will query the publishers via the Copyright Clearance Center database, check on royalty fees, establish the cost for the course pack and handle the sale to the students. The sooner you get your list to them the better the chance that they can complete the work by the start of class.

This option is especially useful for graduate students who spend less time on campus.

How long does it take to place materials on reserve?

During busy times (the beginning of a term) it may take 4-5 days to process items for reserve. If many items are received at once, they will be processed in the order received. In order to insure that your reserves are available by the first class meeting, get the items to the Library Service Desk 1-2 weeks ahead. During slower periods (later in the semester) it typically takes 1-2 days to process items for reserve.

How can I access my course reserves?

View a short video about how to access your course reserves.

From the library’s home page, choose the Course Reserves tab, and then chose the Access Course Reserves link. Login with your UP network username and password to see a list of courses that currently have items on reserve.

What happens to reserve items at the end of the term?

Reserve items are removed at the end of each term so faculty have a chance to re-assess the reserve content for each course. Personal copies are returned to professors, UP library books are reshelved in the collection, and electronic files are no longer visible but are retained. Therefore, if you have used an item on reserve in the past, we should have an electronic file stored. In addition to keeping an archive of all scanned materials, the library keeps an archive of the list of items you place on reserve each term. If you teach the same course the following year, you can simply contact us and tell us to reuse the items from the previous year.

Why should not I just scan and upload files to my Moodle class?

This may violate copyright guidelines. Copyright screening will be done for items that you bring to the library to place on reserve. The benefit is that you do not have to deal with copyright permissions or making your materials ADA accessible.

For more information about copyright, see Copyright Resources.

Contact

University of Portland
5000 N. Willamette Blvd.,
Portland, Oregon 97203-5798

503.943.8000

webmaster@up.edu