Page 187 - DLIS003_LIBRARY ADMINISTRATION AND MANAGEMENT

Library Administration and Management

Notes Recalls
Fines or overdue charges
Notifications.
Renewals: Renewals represent an extension of the loan period by recharging the same item to
the same borrower. Some books are required by readers for a longer period for various reasons.
Books may be renewed if there is no demand for the same book, as indicated by the reserves
record. Books may be renewed by presenting the book in person or by telephone depending on
the library policy. However renewal is allowed on condition that the book will be returned
immediately if recalled.
Reserves: The reserve procedure is also known as hold procedure. In this library materials
already on loan are identified and held or reserved upon request for other patrons. A record is
then made at the circulation desk that serves to identify the user making the request and the
book in question. The next step occurs upon the return of the book. When the book in question
is returned; the charge record indicates that the book is now ‘on hold’ for another user. Such ‘On
hold’ books are separated and a notification to the requesting patron is sent to the user who
made the request.
In academic libraries, textbooks and other related materials are in great demand by the students.
Due to paucity of funds or non-availability of the item, college and university libraries are not
in a position to acquire multiple copies to satisfy the demand for the same books by several
students. With fixed book funds, a balance has to be struck between multiple copies and ensuring
equitable access to certain titles for all users for home use. Information regarding ‘holds’ for
specific titles can also be used as an effective selection tool for ‘multiple copies’.
Recalls: Another important controlling activity concerns circulation is recalls. As already
mentioned libraries often allow patrons to renew books on the condition that the item will be
promptly returned if another patron later needs it. The activity of calling books back into the
library so that they can be lent to the other person is known as recall. Thus, a request for a hold
or reserve initiates a recall of a book on first loan or already renewed.
Reminders: Sending regular reminders for overdue books is one of the most important jobs of
counter staff Readers may not return books in time either for selfish reasons or due to
forgetfulness. The library’s inability to locate the book promptly and ensure availability may
also prompt the readers to retain the books with them for a long time. To avoid such monopoly
of books by a few persons and to give every reader a fair chance to use these books, reminders
should be sent at regular intervals. A record of the overdue books, the concerned readers’ name
and address must be made regularly. Printed reminder forms may also be used. In college and
university libraries help of faculty is also sought in making reminders more effective.
Fines / Overdue Charges: It is a general practice in libraries to collect overdue charges/fines for
books returned after the due date. The policy of fines/overdues is primarily a measure of
control for the proper use of books. The policy of overdues is mainly to dissuade the practice of
cornering certain books in demand. This also results helps to enforce discipline. The fines
activity is also closely related to the: charge and discharge activities. The amount of fine and the
ways of cumulating fines varies and depends on the library’s policy. The two most common are
straight line (accumulation of a fixed amount per day), and sliding scale (accumulation of
decreasing or increasing daily amounts. Fines are normally cumulative up to a certain amount
per book and then stay at that maximum amount.
The procedure of collecting overdue charges is either by issuing regular receipts or by keeping
a conscience box for this purpose. The procedure depends on the library policy. Considering the
cost and time involved in issuing receipts some libraries prefer the conscience box method.
A conscience box is a method by which the defaulter puts the amount of overdue charge in a

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