Policies

All of this information is related to the Library's policies and procedures.  Please be advised that these policies may change and/or be modified by Fenwick's Administration at any time. If you have any questions about any policy listed below, please contact the school librarian.

Last updated  02/05/25

Circulation

Circulation rules (loan periods, fine rates, grace periods, numbers of renewals, and maximum charges by type of material) are established by the charging library, the John Gearen Library at Fenwick High School.

The John Gearen Library Circulation Policy applies to anyone who is considered to be a current student, staff, or faculty member at Fenwick High School. Going forward, this person shall be known as a "patron" in this policy.

LOAN PERIODS AND RENEWAL

• The default student, staff, and faculty loan period for items is five weeks (35 total days). The loan period for digital collections and non-standard formats (devices, equipment, etc.) varies depending on the platform used. Items can be renewed up to two times, as long as they are not on hold for another patron. The total item checkout limit is 10 items at one time. 

• Staff & faculty are allowed to borrow DVDs for educational use; the loan period for this format of item is 2 weeks (14 total days) with 1 renewal. 

• All items are due back by the end of the spring semester, unless approved by the school librarian. Graduating seniors must return all items and take care of any outstanding payments by May 1st. 

TEXTBOOKS

• Starting in 2025, the Library will be allowing students to checkout textbooks by semester. Items cannot be renewed, and items are due upon the last day of the semester. 

• If students wish to checkout textbooks for their classes, they must see the Librarian for additional information. 

OVERDUE FINES

• All students, staff and faculty will have an overdue fine-free privilege when using the John Gearen Library at Fenwick High School. Patrons are only responsible for overdue fines when checking out items from other libraries (i.e., such as an interlibrary loan) that charge fines for overdue materials. Email reminders are sent to all patrons when items are considered overdue. 

NEVER RETURNED AND DAMAGED ITEMS

• All patrons are responsible for never returned and damaged items. Charges for never returned or damaged items are determined by the school librarian. Library items are calculated at the full market retail value (MSRP) at the time of purchase.

• Effective March 1, 2025: Books are determined to be "Lost/Never Returned" if they are more than 3 months overdue. If an item is more than 3 months overdue, the following procedure will be followed:

  • 1.  The patron will receive a direct email from the school librarian, stating that the cost for the item is now due.  

       • Staff and faculty will be expected to pay for the item before the current school year ends or when the patron leaves the employ of Fenwick High School, whichever one comes first.

       • Students will also have their parents and/or guardians carbon copied on the email and state that their student account will be charged for the cost of the item(s). The Business Office will process this cost within 3-5 business days, and the student's family will be held responsible for payment. 

    2. Employees leaving Fenwick High School will not be able to complete their checkout until either the item is returned to the library or the item is paid for. Students' transcripts will be withheld until either the item is returned to the library or the item is paid for.

CLAIMS RETURNED ITEMS

• If an item is still checked out under a patron's account and that patron claimed that they returned it, the following procedure will be followed:

  • The patron and their family (if a student) will be notified of a "Claims Returned" status on their library account for the item in question. The time period for this status is 60 days. 

  • During this time period, the John Gearen library staff and the patron share the responsibility of locating a library item. The school librarian will search the library's collection at regular intervals. The patron, in turn, is expected to thoroughly search their room, home, office, etc. for the item. The Library maintains a systematic charging and discharging procedure. Incoming items are discharged once at the librarian's desk and then also when items are removed from the library book drop.

  • If the "claims returned" item is not located at the end of the 60-day search period then the item will revert to its original "loaned" status, and the patron assumes responsibility for replacing the item. The patron will be notified of the status at the end of the 60-day search period. The patron then assumes responsibility for replacing the item. This contract will expire 60 days from the filing date.

BLOCKED LIBRARY ACCOUNTS

• Patrons who owe $25.00 or more in charges will have their borrowing privileges blocked until their charges have been paid. 

• Patrons who have more than one item overdue at any one time will have their borrowing privileges blocked until the overdue items are returned or renewed.