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About: Library Policies

  • Circulation Policy

    Eligible Borrowers

    The Germanna Community College Library extends borrowing privileges to individuals in the following categories:

    • Students – Currently registered full or part-time students of Germanna Community College.
    • Faculty and Staff – Currently employed full or part-time Germanna Community College faculty and staff.
    • Community Members– Permanent residents of Germanna’s service region 18 years of age or older.

    Borrowing Materials

    • A valid Germanna Community College library card must be presented to check out materials. A library card can be obtained by submitting a library card application (available at all library circulation desks) and presenting a current photo ID with completed application.
    • Borrowers are responsible for all materials checked out with their library card.
    • Only materials from circulating collections are eligible for loan. Reference works, periodicals and certain media items do not circulate. Most non-circulating materials are available for in-library use.

    Loan Periods

    • Students
      • Three (3) weeks loan, one three (3) week renewal permitted.
      • Audio-visual materials may be checked out for in-library use only.
      • A maximum of 20 items may be checked out at any time.
    • Faculty and Staff –
      • Semester long loan, renewals permitted.
      • Audio-visual materials may be checked out for two (2) weeks.
      • A maximum of 25 items maybe be checked out at any time.
    • Community Members –
      • Three (3) weeks loan, one three (3) week renewal permitted.
      • A maximum of six (6) items maybe be checked out at any time.

    Lost or Damaged Materials

    • Borrowers will be billed for replacement costs of lost or damaged materials. Fees will be assessed on a case-by-case basis.

    Material Returns

    • Materials may be returned to any Germanna Community College Library circulation desk or book return drop box.
    • After hour returns may be made via book return drop boxes located outside of library entrances.

  • Lost and Damaged Materials Policy

    When a patron borrows an item from the Germanna Community College libraries, they are agreeing to return the item by the due date and in the condition it was issued. In the event that a patron loses a library item or damages it to the point where it can no longer be used by others, a replacement fee will be charged to their student account. Loss or damage of library property may also result in a hold being placed on a student’s school records.

    Once it has been determined that an item has been lost or irreparably damaged by a patron, the following progression of sanctions will be applied to that patron’s library privileges and student account:

    Lost Items

    10 Days Overdue: Patrons are sent a first overdue notice by USPS and email.

    20 Days Overdue: Patrons are sent a second overdue notice.

    30 Days Overdue: Patrons are sent a third overdue notice.

    More than 30 Days Overdue: The library will consider the item to be lost and the patron’s library record and student records in SIS will be blocked. The Business Office will also be contacted at this time to apply replacement fees and begin collection proceedings for the lost item.

    Item Declared Lost: Patrons will then have an additional 30 days to return the item or submit a replacement copy.

    60 Days Overdue: If the patron has not returned the item or offered a replacement copy after a total of 60 days, the matter will be referred to a collection agency for further action. Patrons may face a minimum replacement fee of $60.00 ($50.00 for a new item plus a $10.00 processing fee.) The final fee will be determined based on the replacement price of an identical new or like-new item. Additional collection fees from Germanna Community College and any collection agency contracted by Germanna C.C. may be applicable.

    • Replacement fees may be credited back to a patron if the lost item is later returned in good condition. However, refunds are not guaranteed and any processing fees resulting from the replacement of a lost item are non-refundable.
    • Replacement copies should be in new or like-new condition, and have the same ISBN as the edition listed in the library catalog. Used items and differing editions will be evaluated to determine if they are suitable as replacement copies before being accepted.
    • Replacement copies, if accepted, will also require a $10.00 non-refundable processing fee to be paid at the Business Office.
    • No replacement copies will be accepted after 60 days from the original due date.

    Damaged Items

    Items deemed too damaged to remain in the collection will be determined on a case by case basis. Damage resulting from water, pets or other household accidents should be reported at the time of return.

    Items Deemed Damaged: Items deemed too damaged to remain in the collection will proceed immediately to the replacement phase.

    • Library staff will strive to provide a replacement fee to patrons quickly so they may clear their accounts as soon as possible. However, this process may not be immediate as a replacement cost will have to be determined by the library staff and assessed by the business office.

    Submitting Replacement Copies: Patrons may submit replacement copies for damaged items in the same way as replacing a lost item.

    • Replacement copies should be in new or like-new condition, and have the same ISBN as the edition listed in the library catalog.
    • Used items and differing editions will be evaluated to determine if they are suitable as replacement copies before being accepted.
    • Replacement copies, if accepted, will also require a $10.00 non-refundable processing fee to be paid at the Business Office.

    Removal of Patron Holds: Once all replacement fees have been paid, or if a replacement copy has been accepted and the associated processing fee paid, library staff will clear any remaining hold within 24 hours. (Hold release times may vary depending on available staffing.)

    Failure to Report Damage: Failure to report severe damage to a library item or pay replacement fees resulting from loss or damage of an item may result in a block being placed on a student’s library and SIS records and the matter being referred to a collection agency for further action.

  • InterLibrary Loan Policy

    View the full InterLibrary Loan policy here.

    Interlibrary Loan Users

    The libraries provide Interlibrary Loan services for the following:

    • GCC faculty
    • GCC staff
    • GCC students (currently enrolled)
    • GCC dual enrollment students (currently enrolled)
    • GCC distance education students (currently enrolled)

    Community patrons are NOT eligible to request interlibrary loan materials. These individuals should seek the services of their local public library.

    Overdue InterLibrary Loan Items

    The Interlibrary Loan service involves the Germanna C.C. libraries to borrow an item on behalf of our students or faculty, and thus, vouch for that person’s ability to protect and return an Interlibrary Loan by its due date. When a patron fails to follow through on this responsibility, it also makes the library liable for the overdue or missing item.

    If a patron becomes significantly overdue with an Interlibrary Loan item, and that patron has not contacted the library regarding any extenuating circumstances explaining their lateness, the following progression of sanctions will be applied to that patron’s library privileges and student account:

    One Week Overdue: The patron will be contacted by a staff member and asked to return the item immediately.

    Two Weeks Overdue: The patron will receive a second return request from a library staff member. Additionally, no further Interlibrary Loan requests will be accepted from patrons with overdue Interlibrary Loan items after the first two weeks overdue.

    Three Weeks Overdue: The patron will receive a third and final return request including a notice that their library privileges will be blocked if they fail to return the item within 7 days of this notice.

    Four Weeks Overdue: The patron’s library privileges will be blocked and library staff will begin determining a replacement cost for the overdue item. The patron then has one week to return the overdue item in order to release the block from their library record and avoid replacement fees.

    Five Weeks Overdue: A library staff member will notify the patron of a pending invoice which will include the original lending library’s replacement and processing fees, as well as a $10.00 service fee to be paid to Germanna C.C.

    Six Weeks Overdue: The patron’s SIS records will be blocked for the amount of all replacement fees, typically a minimum of $60.00.

    Patrons may contact library staff regarding the submission of replacement copies; however, submission of a replacement copy does not guarantee the waiver of any fees from the original lending library or Germanna C.C.

  • Collection Development Policy

    The overall goal of Germanna Libraries is to provide access to materials and resources that enhance and enrich teaching and learning at Germanna Community College. Building and maintaining a quality library collection is paramount in the achievement of this goal. The primary purpose of the library collection is to meet the information and educational needs of the College community.

    To accomplish this goal while meeting the needs of our service community, the library will support the following collection development priorities:

    • To provide students with resources that support the educational and degree programs offered by the College
    • To provide faculty and staff with resources that support and enhance their teaching and professional development activities
    • To provide the larger campus community with educational and informational reference and general interest resources and material
    • To expand and strengthen the resources of the library collection
    • To meet the standards of accrediting agencies

    View Full Policy
    Click here to view the entire collection development policy.

    Materials Request Form
    Do you have a suggestion of an item that the library should consider adding to the collection? Submit a Materials Request Form and the library will consider purchasing your suggested material.

    *** Please note that submitting a Materials Request Form does not guarantee that the suggested item will be purchased. All purchased items must meet the criteria outlined in the collection development policy. ***

  • Privacy Policy

    Germanna Community College Library supports the American Library Association’s Bill of Rights which affirms that libraries are forums for information and ideas and this requires the security of an individual’s right to intellectual freedom. As such, it is the policy of the Germanna Community College Library to protect the privacy of all patrons, including faculty, students, staff, and community members. Certain personally identifying information is requested from those who wish to have a library card to check out books or request services. This information is gathered for the sole purpose of improving the accuracy and efficiency of the library processes involved.

    Library Card Applications:
    Personally identifying information supplied on a print application form in order to apply for a library card is destroyed daily after the information has been entered into our password protected Circulation database and the library card is activated. The print forms are required only to assist in providing accurate and improved library services to the library patron. The signature made at the time of application is requested as an announcement and confirmation of the agreement that the patron will be responsible for any damage or loss of borrowed items. The Library staff will not reveal any personally identifying information or account information to any outside party in accordance with the policy of the VCCS and the Code of Ethics of the American Library Association.

    VCCS Policy

    ALA Code of Ethics

    Circulation records:
    The Library will also protect the student’s right to privacy when handling inquires coming from Faculty concerning a student’s use of the library or any information regarding the books that are checked out under the student’s name. The American Library Association states in the privacy guidelines developed by the ALA’s Intellectual Freedom Committee the following:

    Students in academic institutions are adults and must be accorded the same privacy safeguards as adults in other types of libraries. The mere fact that students are enrolled in courses should not jeopardize their privacy rights. Thus, student circulation records for course-required and reserve reading should be protected from inquiry with the same rigor as their circulation records for personal reading.

    Therefore, the Library will not provide student lists, sign and date documents, or track in any way the activities of an individual student. Faculty members may place items on Reserve for student learning, but individual use of those items will not be revealed by the Library staff to a Faculty member or any other interested party.

    Circulation records are purged upon the return of borrowed library materials. This assures compliance with Virginia state law that protects library circulation records. The "Freedom to Read Statement" of the American Library Association clarifies the concept which supports this type of confidentiality. This privacy policy is also written in accordance with the privacy policy of Germanna Community College, as stated on the President’s Office web page. Germanna Community College Privacy Policy.

    Web privacy:
    Although statistical information is collected, the library does not track any information on the database use or information requested by any individual patron within the library, or remotely. During a virtual library visit, some information is stored automatically, such as the following as stated in the American Library Association’s Privacy Guidelines:

    1. "The Internet domain for your Internet service, such as or if you use a private Internet access account, or if you connect from a college or university domain and IP address (a number automatically assigned to your computer whenever you are surfing the web) from which you access our site."
    2. The type and version of browser (such as Netscape version X or Internet Explorer version X) that you use and the type of operating system you use (such as Macintosh, Unix, or Windows).
    3. The date and time you visit our site, and the Web pages that you visit on our site.
    4. The address of the previous Web site you were visiting, if clicked through to us from another Web site.""

    The internet data is used only for statistical analysis and to improve services. It is gathered for internal use only. The Germanna Community College Library does not collect information about individuals, whether from the internet, email or other library records. "We protect each library user's right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted." [ALA Code of Ethics]

    Open access to patron:
    Private library account Information concerning requests and circulation are open to the patron 24/7. Patrons may see their library account at any time within the online catalog, the VCCSlinc, by selecting "My Account" and by entering their unique MyGCC user id and password. No one except the Library staff and the individual patron has access to this information.

    Additional Supportive Literature

    • Code of Ethics of the American Library Association
    • ALA Q&A on the Confidentiality and Privacy of Library Records
    • Virginia Freedom of Information Act (Effective 10/1/2001) - Code of Virginia Title 2.2-3700-3714

    Adopted Library Staff: 1/2013

    Updated and reviewed: 4/2013

    Responsibility: Library Coordinator