Skip to Main Content
  2. Research Guides

General Circulation Documentation: Legacy Tables & Charts

Procedures, forms and templates, circulation statistics and policies, & legacy documentation

Types of IDs and Where They Are Issued

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  

System-Wide Courtesy Access/Borrowing Cards

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

 

System Parameters for Controlled Circulation

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  

Calendar of Events for User Records

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