Circulation Policies


In support of the University of Montana—Missoula’s mission to pursue academic excellence, the Maureen and Mike Mansfield Library facilitates the intellectual and creative pursuits of all members of the University community and supports their informational, educational and cultural development as global citizens.

Circulation oversees the lending, shelving, maintenance, and retrieval of Mansfield Library materials and media, and also checks out: headphones, e-book readers, DVD players, calculators, typewriters, and keys for Group Study Rooms, Student Learning Center, and the Buckhous Room and Yellow Ubikes. Additionally, Circulation conducts searches for items missing from the shelves, assigns study carrels, sets up rooms for special use, organizes and lends materials on Course Reserve for classes, scans and posts electronic class material on Course Reserve or provides copies for instructors using campus Learning Management Systems (e.g. Moodle), posts Course Syllabi, and opens and closes the building.

Circulation and Interlibrary Loan policies, and schedules of fees and fines, are created to ensure timely access by all users to library materials. All loan policies will be available in print and on the Library’s Website. Library fines and associated fees are subject to Board of Regents’ approval. Access privilege levels and borrowing checkout times have been set in accordance with electronic resource licensing agreements, library personnel resources, and the needs of diverse types of library users with consultation from appropriate campus groups including: Faculty Senate Library Committee, ASUM, Graduate Council, Staff Senate, Human Resource Services and the Alumni Association.



Users must present a current, valid picture ID to check out library material. Individuals may access their Circulation accounts, place holds, renew materials, cancel pending requests, and determine if fines have been assessed, 24 hours a day, 7 days a week through the online LIBRARY CATALOG. To access an account, Click the "My Account" button once in the catalog to determine what is checked out, have on hold or to see any pending requests. Click the 'Hold/recall' button to place a hold on material that is currently checked out to another library user.

You can place a HOLD on a book or media item or government document, etc. in the Library catalog regardless of whether it is checked out, sitting on the shelf in the Mansfield Library, or at one of our partner libraries. Simply search the library catalog, choose an item from the result list, and on the next screen you will see an option on the right side to click HOLD. Follow the instructions, e.g. choosing your campus from the drop down menu for Pick Up At field, and you will be notified via e-mail when it is available for pick up at the Mansfield Library Information Center counter. If the material is on the shelf and coming from one of our partner libraries, it will be delivered via U.S. Postal Service and Campus mail and typically takes 1 and 3 days to become available. If you have a campus address and wish to have the item delivered, instead of picking it up, reply to our email or telephone notification message, ask for delivery of the item, and supply your address. When you are finished with the item or when it is due, return it to the library in person or via campus mail.

Notifications of availability, due dates, and overdue items are delivered via email to your official University email address. You can choose to have your notifications sent via text message if you prefer by adding your SMS number in your personal information page.

If a recall is needed, the request for recall must be placed with Circulation employees in person or over the phone. Recalls cannot be placed by an individual through the Library Catalog.

If the Mansfield Library does not own material needed for academic pursuits, it may be requested via INTERLIBRARY LOAN.


Students, faculty, employees, and affiliates receive borrowing privileges. Montana residents may also apply for borrowing privileges. Anyone is welcome to use library materials in the building. Checkout policies for users are listed below.

Mansfield Library observes the strictures on "Nondisclosure of Library Records" as stated in the Montana Code Title 22-1-1103. The library will not reveal the names of people who have checked out library materials.

Course Reserve Materials

Material for class use is available for check out from the Mansfield Library Circulation area.

Media Collection and Use

All patrons are eligible to check out media for research or personal use.

To insure availability of videos for classroom use, faculty or students are encouraged to schedule them in advance for by filling out the video scheduling web form.


Overdue and Damaged Material, Fines and Fees

Material borrowed from the Mansfield Library will be due back on the date and time specified at the time of checkout. Paper due-date receipts are not automatically printed: if one is desired, please request it prior to check out. Library users will be notified by e-mail about overdue material. All notices are sent via e-mail to UM library user's official University of Montana e-mail address for faculty, staff and students. MT and ML Borrowers should provide personal e-mail addresses.

Checked out Items have different loan periods based on the type of item and type of user. Library users can see an up to date list of items checked out to them and the due dates by checking their accounts on the library catalog. The Mansfield Library sends a series of courtesy notices to users about checked out and overdue items. The Library assumes no responsibility for incorrect address or contact information. The borrower bears sole responsibility for returning materials on time and in the same condition as when the item was checked out.  Non-receipt of courtesy notices, nor non-use of e-mail is not a factor in regard to overdue charges.

Time intervals for notices are listed below and are based on typical library hours during the academic year; when the library is closed notices may be delayed accordingly.

A Courtesy Notice is sent via email or text 4 days before an item is due back.

An Overdue Notice is sent via email or text 1 day after the item’s due date. Subsequent Overdue Notices are sent via e-mail or text two more times at 7 day intervals (i.e. on the 8th day overdue and on the 15th day overdue).

A Lost Notice is sent once via e-mail or text. Lost Notices for books are sent via e-mail or text 45 days after they were due. Lost Notices for most media items are sent via e-mail or text 7 days after they were due.

After 45 days overdue the material will be declared lost and the maximum overdue fines, replacement and processing charges will be assessed. Unpaid overdue fines and lost book fees for faculty, staff and students are turned over to UM Business Services for collection once each month. All lost and subsequently returned materials remain the property of the Mansfield Library.

Recall Notices for a requested item are sent immediately after the item is eligible for recall (e.g. For a book a recall notice would be sent 3 weeks after it was checked out).

Replacement charges are based on yearly average replacement costs published in YBP Annual Book Price Update or the actual replacement cost of the item.

Unpaid library material charges may lead to temporary loss of library circulation privileges and further billing by UM Business Services.


Paper due-date receipts are not automatically printed. Library users must request a paper due-date receipt prior to check out. Library users will be notified by e-mail about overdue material. After 45 days overdue, the material will be declared lost and the maximum overdue fines, replacement and processing charges will be assessed. All lost and subsequently returned materials or items returned damaged remain the property of the Mansfield Library.

Replacement charges are based on yearly average replacement costs published in YBP Annual Book Price Update or the actual replacement cost of the item.