Category of Patron | Point of Card Origin | User Profile | Category 1 | Category 2 | Privilege Limit | Location |
VU Faculty, including Emeritus (note: Emeriti faculty must present the letter from the University that names them as Emerti) | Commodore Card Office | faculty | school | faculty |
never Department Field: EMERITUS |
checkd-out |
-- law faculty | Commodore Card Office | faculty-law | law | faculty | never | checkd-out |
-- surrogate | Library Circulation Desk | surrogate | school (optional) | faculty | expiration - one year from date of creation with option of yearly renewal | checkd-out |
-- post-doctoral scholars | Commodore Card Office | faculty | (school) | faculty | never | checkd-out |
VU Staff | Commodore Card Office | staff | staff-vu | staff | never | checkd-out |
-- Med Ctr Staff | Medical Center Card Services | staff | staff-mc | staff | never | checkd-out |
-- Library Staff | Commodore Card Office | staff-lib (Alma note: Retired library staff should be System-wide Courtesy Users in Alma) | staff-lib | staff | never | checkd-out |
-- VU Temporary Staff | Commodore Card Office | accessfree | system | courtesy | expiration - one year from date of creation | |
VU Students | ||||||
-- graduate | Commodore Card Office | graduate | school | student | 10/31, 12/31, or 3/31, dependent on enrolled status | checkd-out |
-- undergraduate | Commodore Card Office | undergrad | school | student | 10/31, 12/31, or 3/31, dependent on enrolled status | checkd-out |
VU Spouse | ||||||
-- faculty/staff | Commodore Card Office | spouse | spouse | staff or faculty | expiration - one year from date of creation | checkd-out |
-- student | Commodore Card Office | spouse | spouse | student | expiration - Aug 31 of academic year | checkd-out |
VU Family | ||||||
-- children of fac, staff, and/or students | Commodore Card Office | accessfree | child | staff, fac, student (as appropriate) | expiration - one year from date of creation | |
Alumni | Commodore Card Office | alum | system | courtesy |
expiration - one year from date of creation; Alumni records should include a VUNetID. Alumni who graduated 2011 or later can reactivate their VUNetID at https://it.vanderbilt.edu/accessvu/existing/. Alumni without a VUNetID may request one through the Ask a Librarian service. |
checkd-out |
OFAC/RLAC - Other Faculty | MAT Trotter | ofac | system | courtesy | expiration monthly | checkd-out |
Fisk Students/Faculty | Fisk ID with current semester validation stick on card. Place barcode on back of card | Fisk | courtesy | student or faculty (as appropriate) | Students: expires each semester on a set date; Faculty: Set expiration to May 15 | |
Sewanee Students/Faculty | Sewanee ID | Sewanee | courtesy | student or faculty (as appropriate) | expires each semester on a set date; records automatically loaded | |
Cross-Registered Students | Commodore Card Office | courtesy (or other appropriate) | school | student | expires like other students; cross-registered students receive card are and included in the regular data feed | checkd-out |
System-Wide Courtesy Borrowing, including Visiting Scholars, Interns/Observers, and Academic High School Faculty | Commodore Card Office | courtesy | system | courtesy | expiration - one year from date of creation; see chart for courtesy access and courtesy borrowing | |
Division-Specific Cards - Borrowing | Divinity Director's Office | div-clergy | div-only | courtesy | expiration - one year from date of creation | checkd-out |
Divinity Director's Office | div-kesler | div-only | courtesy | expiration - one year from date of creation | checkd-out | |
Music Library | musprecoll | mus-only | courtesy | expiration - one year from date of creation | checkd-out | |
Music Library | mus-user | mus-only | courtesy | expiration - one year from date of creation | checkd-out | |
*CID-Biomedical | med-affil | med-only | courtesy | expiration - one year from date of creation | checkd-out | |
*CID-Biomedical | med-perif | med-only | courtesy | expiration - one year from date of creation | checkd-out | |
*CID-Biomedical | docdelserv | med-only | in-house | never |
To view more information about different kinds of access and users, see the Access and User Information page.
Program | Eligibility | Who Processes? | Access or Borrowing? | Fee | Notes |
Tenn-Share | Member of Nashville Area Alliance | MAT Trotter | Borrowing | Paid by Library Administration | Each NALA library receives 5 cards to check out to its community. Cards are renewed in October. |
Academic high school students |
Any school; see Visiting Scholar procedures for High School Faculty |
MAT Trotter | See notes | Paid by Library Administration | Students may request books from the circulating collection via the librarian at their home institution. Books will be delivered via NALA/ILL courier to be used in-house only. For student borrowing, we will create a VUnetID for the home institution librarian to use to submit the ILL request. |
Faculty from any institution of higher learning or academic high school (See Visiting Scholar procedures) | Designated by home institution | MAT Trotter | |||
Sewanee | Sewanee student/faculty | Commodore Card Office | Borrowing, eligible for access | NA | See documentation on this tab. Sewanee has borrowing privileges but if a Sewanee community member is on campus after hours, they are eligible for an access card. No extra record in Library Catalog is needed since a borrowing record is automatically loaded. |
Fisk | Fisk student/faculty | Library Circulation Desk | Borrowing | NA | See documentation on this tab. Fisk has borrowing privileges but if a Fisk community member is on campus after hours, they are eligible for an access card. No extra record in Library Catalog is needed since a borrowing record is automatically loaded. |
Rhodes | Member of Rhodes community | MAT Trotter | Borrowing | $10 | |
School for Science & Math | Students enrolled in Vanderbilt program | S&E Library | Borrowing | N/A | Program for high school students; students carry Medical ID cards but have same privileges as undergraduates. |
RLAC | Faculty of an RLAC institution | MAT Trotter | Borrowing | $10 | |
VIPs | Designated VIPs, e.g. Board of Trust member, museum curators at TN State Museum, Frist, Sarratt, Cheekwood | MAT Trotter | Borrowing | Paid by Library Administration | |
Visiting Scholars | Designated by Vanderbilt departments and schools | Library Service Desk; the appointment letter and library privileges form should then be scanned (as a PDF), and emailed to Bill Hook or MAT Trotter | Borrowing | N/A; it is assumed that departments will procure a card | Forms are here. |
Interns and Observers in University Central Schools | Designated by Vanderbilt departments and schools | Library Service Desk; the appointment letter and library privileges form should then be scanned (as a PDF), and emailed to Bill Hook or MAT Trotter | Borrowing | N/A; it is assumed that departments will procure a card | Forms are here. |
Retired faculty and retired staff (not emeritus) | Any retired faculty or retired staff | Library Circ Desk; CAT1 = retired, CAT2 = courtesy | Borrowing (no ILL) for retiree only, not family. Note that Emeritus faculty are treated like regular faculty. | $10 | Note that those who had a new style card and then retired will keep the ID # they had when employed. They cannot keep their old ID card, but they can be issued a library-only card by the Card Office with the same ID # on the magnetic stripe. |
English Language Center students | Designed students from ELC | MAT Trotter | Borrowing | N/A | Profile of undergrad, annual expiration. A list of new students is sent by ELC (Irene Race) to Library Administration. Students have Vanderbilt ID cards. CAT1 = ELC, CAT2 = student. |
1st Amendment Center employees | Designated research personnel from 1st Amendment Center | MAT Trotter | Borrowing | N/A | They have Vanderbilt IDs but are not part of the data feed. New ID numbers are in Library Catalog, and records have annual expiration. 1st Amendment Center sends a renewal each year to Library Administration. |
Affiliated clergy, Office of Religious Life & Affiliated Ministries | Affiliated clergy, Office of Religious Life & Affiliated Ministries, as designaed by Director of Religious Life | MAT Trotter | Borrowing | Office of Religious LIfe procures card | They have Vanderbilt IDs. The Director of Religious Life submits a letter on an annual basis with a list of the affiliated clergy. |
Spouse of current faculty, student, and staff | See chart in section 1 for profile and category information. | Library Service Desks | Borrowing | $10 | Sponsoring spouse must be present during card creation |
Below is a table organized by user profile that defines the parameters currently in place that control circulation. This table also shows limits in place which cause system-wide status blocks of a record. For example, a faculty member is blocked from borrowing other books if they have 25 overdue books
User | Privilege Limit | Privilege Fee | Block by Overdue | Block by Bill Amt | Charge Limit | Hold Limit | Library Prec | Billable | Location |
faculty | none | none | 25 | 100 | 500 | 20 | yes | yes | checkd-out |
faculty-lw | none | none | 25 | 100 | 500 | 20 | yes | yes | checkd-out |
surrogate | expiration date - 1 year | none | 25 | 100 | 500 | 20 | yes | yes | checkd-out |
staff | expiration date - 1 year | none | 25 | 100 | 300 | 20 | yes | yes | checkd-out |
staff-othr | expiration date - 1 year | none | 25 | 100 | 300 | 20 | yes | yes | checkd-out |
staff-lib | none | none | 25 | 100 | 300 | 20 | yes | yes | checkd-out |
graduate | expiration date - 1 year | none | 25 | none | 300 | 20 | yes | yes | checkd-out |
undergrad | expiration date - 1 year | none | 25 | none | 150 | 20 | yes | yes | checkd-out |
alum | expiration date - 1 year | none | 25 | 100 | 50 | 10 | yes | yes | checkd-out |
spouse | expiration date - 1 year | none | 5 | 100 | 15 | 5 | yes | yes | checkd-out |
ofac | expiration monthly | none | 5 | 100 | 50 | 5 | yes | yes | checkd-out |
courtesy | expiration monthly | none | 5 | 100 | 15 | 5 | yes | yes | checkd-out |
accessfree | expiration monthly | none | 0 | 0 | 0 | 0 | yes | no | no charges |
div-clergy | expiration date - 1 year | none | 5 | 100 | 15 | 5 | yes | yes | checkd-out |
div-kesler | expiration date - 2 years | none | 5 | 100 | 5 | 5 | yes | yes | checkd-out |
musprecoll | expiration of i.d. | none | 5 | 5 | 15 | 5 | yes | yes | checkd-out |
mus-user | expiration of i.d. | none | 5 | 100 | 15 | 5 | yes | yes | checkd-out |
law-carrel | none | none | none | none | 25 | 25 | yes | no | |
libraryloc | none | none | none | none | 300 | 300 | yes | no | |
copy-room | none | none | none | none | 100 | 100 | yes | no | |
reservonly | none | none | none | none | 10 | n.a. | yes | no | |
law-patron | expiration date - 1 year | none | 5 | 15 | 10 | 5 | yes | yes | checkd-out |
med-affil | expiration date - 1 year | 5 | 25 | 50 | 10 | yes | yes | checkd-out | |
med-pherif | expiration date - 1 year | 5 | 25 | 50 | 10 | yes | yes | checkd-out | |
med-other | none | none | 0 | 0 | 0 | 0 | yes | no | no charges |
docdelserv | none | none | 0 | 0 | 0 | 0 | yes | yes |
When? | What? | Who? |
May | Manually extend expired undergraduate and graduate records by one week (to expire after graduation, not after finals). | LTDS |
July | Submit building opening and closing hours to Michael Jones | Michael Jones |
July |
Purge expired patron records. If there are no outstanding bills or fines and no paid bills for item cost or lost books, purge record if it has been expired for at least 2 years. Expired patron records with paid bills for item cost or lost book, purge record after 7 years. |
LTDS |
July, November | Proof hours pages on the Heard site, prior to each semester. | ASC/Michael Jones |
August | Dates for the fall and spring expirations of Fisk and Sewanee patron records. |
LaFonda Davis - Fisk; ldavis@fisk.edu. M. Courtnay Zeitler - Sewanee; mczeitle@sewanee.edu |
August, December | Review schedule for security guard; 2x per year, prior to each semester. | Debra Stephens |
September | Receive load of patron records from Sewanee. | LTDS |
October, December, March | Change the expiration of graduate and undergraduate records as determined by enrollment status: 3x per year (expirations 10/31, 12/31, 3/31). | LTDS |