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Circulation Policy

Circulation Policies

Loan Periods

Patron Type        Books Audio-Visual Material
  Loan Period Item Limit Renewals Allowed Loan Period Item Limit Renewals Allowed
21 days 30 items 3 renewals 3 days 3 items 1 renewal
42 days 50 items 1 renewal 3 days 3 items 1 renewal
Faculty 180 days 100 items 3 renewals 3 days 10 items 3 renewals
Staff 21 days 30 items 3 renewals 3 days 3 items 1 renewal
Guest & TexShare 21 days 5 items 3 renewals 3 days 3 items 1 renewal

Late and Lost Book Fees

The Library is now FINE FREE for all circulating books, although some special collections, including all Reserve Items and the McNaughton Leisure Reading collection, will still have fines.

Late Fees 
Item Type Fine Rate Maximum Last Fines
McNaughton Leisure Reading $0.50 per day per item $30.00 per item
Hourly Reserves $0.35 per hour per item $50.00 per item
Daily & Permanent Reserves $1.00 per day per item $50.00 per item
Audio/Visual $2.00 per day per item $30.00 per item
Recalled Items $2.00 per day per item $50.00 per item
Board games & White board markers $0.50 per day per item $30.00 per item

Items that are Lost have replacement fees.

Lost Item Fees
Item Type Minimum Lost Item Fee Processing Fee Total Fees
Books $50/item or as quoted by Acquisitions $10/item $60/item or higher
Audio/Visual $100/item or as quoted by Acquisitions $10/item $110/item or higher
*Price quotes on replacement materials are subject to change and are only good for 30 days. Please pay the quoted amount as soon as possible. Please see Circulation Desk for more details.

All library fines must be paid in full online or in person before the library will issue a clearance slip for students to take to Registrars/Business office. Lost Item Replacement costs seen in library accounts may not necessarily reflect the current replacement cost of the item(s). Please consult the Circulation Coordinator for exact replacement costs, or 972-721-5329. 

Some items in the library will still accrue fines.  These include any reserve materials (including the permanent reserve materials on Dante and Milton), books in the McNaughton collection, audio/visual materials, and interlibrary loan items.  

Your books will be marked as lost after 30 days. You can bring them back, no questions asked, and the lost book charges will be removed from your account.

Fines (with the exception of replacement cost quotes) can be paid online by visiting the library's home page and locating "Pay Your Fine" under the drop-down menu entitled "Services." 

Failure to pay can result in a registration or diploma block and can prevent students from going to Rome.

Checkout Policies

University of Dallas students, faculty, staff, administration, and guests in good standing with the university are eligible to check out library materials. Members of the UD retirement system are eligible for the same level of privileges as when employed. Privileges expire annually, except for emeritus faculty (which do not expire). A library card or valid University of Dallas ID must be presented to check out materials.

Library patrons are responsible for checking the receipt given at check out or can manage their library account, either on the website or via the UD Library app, by logging in with their UD ID number and pin. Due dates listed on the receipt are binding and are the sole responsibility of the patron. Library patrons with unpaid fines or book replacement fees will not be allowed to check out materials. Existing patrons may obtain or change their pin by calling 972-721-5329 or emailing

Library patrons are also responsible for checking their library records on a regular basis. The library sends out overdue notices as a courtesy. Notices are sent by email automatically. It is the patron's responsibility to notify the Circulation department of address or contact information changes. Failure to receive a courtesy notice does not absolve patrons from the responsibility of paying any book replacement fees, renewing items, or returning items to the library in a timely manner.

Circulating materials may be checked out for three weeks. Materials may be renewed for an additional three weeks if they are not on hold for another patron. Renewal of books may be done in the library, online through the library's web page, on the UD Library app, emailing Circulation at, or over the telephone by calling the Circulation desk at 972-721-5329. 

Materials may be recalled at any time necessary. Fines of $2.00 daily will be added if the recalled item is not returned immediately.

Certain materials are placed on reserve at the request of a professor. These materials may be borrowed for two days, three days, three hours, or two hours, depending on the item. Three-hour reserve materials may be checked out overnight if the items are checked out less than three hours before closing. In such cases, the items will be due an hour after the library opens the next day. Two-hour reserve materials may not be checked out overnight. Fines for reserve materials are thirty-five cents (35 cents) per hour for hourly reserve materials and $1.00 per day for 2-or-3-day reserve items.

Videos are checked out for three days and can be renewed twice. Fines for videos are two dollars ($2.00) a day. Lost charges for any audio/visual materials are one hundred dollars ($100.00) plus a ten dollar ($10.00) processing fee.

Students may check out up to thirty (30) books, three (3) videos, and three (3) CDs at a time. Guests may borrow five (5) items simultaneously.

Minimum fee for a lost book is sixty dollars ($60.00). If the book is out of print or costs more than fifty dollars ($50.00), the fee will be the price of the book plus a ten dollar ($10.00) processing fee. 

As a library patron, you are responsible for any material that you check out from the University of Dallas Library as well as from any library that you borrow from under our auspices, including interlibrary loans and items checked out through TexShare. This responsibility includes fines and book replacement fees.

Contestations regarding fines or book replacement fees must be addressed by written petition to the Library Committee. All decisions of the Library Committee are final.

Closed Stacks

Due to space constraints, some extra copies are stored in closed-stack area. In some cases, these items are slightly damaged, highlighted, underlined or marked up but have high usage counts. Closed-stack items are available for check out.
Retrieval for check out is done by the circulation staff upon request.

Distance Education Patrons

The Library will send materials to distance education patrons outside of 25 miles of the library. Please contact to request materials.

Food & Drink Policy

The Library allows snacks and covered drinks inside.

Meals must be eaten outside of the Library. Meals include, but are not limited to, hamburgers, cafeteria trays with food on them, bowls of pasta, soup, burritos, and more. Food may not be delivered to the Library. The Library reserves the right to ask you to leave to finish your food, to clean up after yourself, or to put it away.

Lost or Damaged Items

If library materials are returned damaged or missing inserts, the patron returning the item may be charged for repair or replacement (see Fines and Fees section). Any damage to library materials or missing pieces should be reported to the Circulation Desk as soon as it is noticed, preferably before or around the time of checkout. Cost of repair or replacement depends on the type and/or amount of damage to the item or the cost of the missing parts replacement.

Non-Circulating Books

Non-circulating items that are labeled Reference, KCGC, KML, Cowan, Texana, Dissertations and Theses, Warren G. Pulich Ornithology Collection, Kiegerl, Limited Editions, Rare Books, and Catechetical are for in-library use only. Retrieval of these items is done by the circulation staff upon request. Materials may be viewed, photocopied and scanned on the library main floor, under supervision.

Permanent Reserve Collection

Our Permanent Reserve Collection is made up primarily of texts and research on Dante's Divine Comedy and Milton's Paradise Lost. It also includes some texts and research on Chaucer.

These items can be found on the 3rd floor of the Library, and are available for checkout for 2 days, with 3 renewals. They may be placed on hold, but are not available for Contactless Pickup. These items will accrue fines if they are turned in late.

TexShare Cards

The TexShare Card provides you with borrowing privileges at over 500 participating libraries in Texas. A TexShare card can be provided at the Circulation desk to graduate students, faculty, and staff who are in good standing with the library. Cards are given to faculty for one year, and graduate students, adjuncts, and staff for one semester.

As a library patron, you are responsible for any material that you check out from the University of Dallas Library as well as from any library that you borrow from under our auspices, including interlibrary loans and items checked our through the TexShare Program. This responsibility includes fines and book replacement fees.

Patrons who come to the Library with a TexShare card from another Library can check out books after an account has been created for them at the Circulation desk.


Library fines and fees can be appealed using the online appeal form below. Appeals must be completed and submitted within four (4) months of the charges being appealed. The Circulation Committee will review the appeal and any accompanying information and the decision will be emailed or mailed to the patron within 5-10 business days of appeal and documentation receipt. It is at the discretion of the Circulation Committee to determine how the appeals will be addressed.

You can find the Cowan - Blakley Library Fine Appeal Form here.