Gardner-Harvey Library Circulation Policy

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The circulation policy of the Gardner-Harvey Library is established to coordinate with the circulation policies used within Miami University and the OhioLINK statewide consortium. However, the policies of individual libraries within Miami University may differ in some aspects from the policies used at Gardner-Harvey. If you have questions, please feel free to contact a member of our staff at (513) 727-3222. Other libraries should be contacted directly for questions about their circulation policies (phone numbers are available here).

Borrowing Circulating Library Materials (Not Reserve Items)
Community Borrower Cards
Technology & Equipment
Overdue Notices
How Do I Pay Library Fines or Bills?
Recalling Checked Out Items

Borrowing Circulating Library Materials (Not Reserve Items)

Who May Borrow?
Miami University students, faculty, and staff need a valid Miami ID to borrow circulating materials. Members of the greater Middletown community who wish to check out materials should come to the Library to register for a free Community Borrower Card (see more information below).

How Long May Materials Be Kept?
Items that can be borrowed from the Gardner-Harvey Library have the following loan periods assigned to groups of patrons:

  • Undergraduates: 3 weeks
  • Graduate Students: 1 semester (DVDs and specialty items are checked out for 3 weeks)
  • Classified Staff: 3 weeks
  • Unclassified Staff: 1 academic year (DVDs and specialty items are checked out for 3 weeks)
  • Faculty: 1 academic year (DVDs and specialty items are checked out for 3 weeks)
  • Community Borrowers: 3 weeks

All Miami University students, staff members, and Community Borrowers receive the same loan period for items borrowed from OhioLINK libraries:
  • Books: 3 weeks (Faculty receive loans of 6 weeks)
  • Media Items: 1 week

Fines and Replacement Costs
  • Overdue charges on books and media items: $.50 per day to a maximum of $15.00.
  • Overdue charges on OhioLINK items: $.50 per day to a maximum of $15.00, plus an additional late fee of $35.00 added to all items which are returned more than 30 days late.
  • Replacement cost for lost Miami material: $70.00 (minimum) per item, plus a $30.00 cataloging and processing fee, plus a $15.00 billing fee.
  • Replacement cost for OhioLINK Items : $100.00 (minimum) per item, plus a $15.00 cataloging and processing fee.
Please note that overdue charges on OhioLINK items accrue to all users regardless of their user status.

How Do I Renew an Item?
Most Miami University items may be renewed if no one else is waiting for them. OhioLINK books may be renewed up to six times and OhioLINK media items may be renewed up to three times.

You can renew your own item by logging into My Library Account. Also feel free to call the Library at (513) 727-3222 or to bring the item to the front desk of the Library.

Returning Library Materials
Gardner-Harvey Library items may be returned to any Miami University library. Items may also be left in either of the Library's bookdrops (one by the front door and one by the Library's delivery and parking area).

Community Borrower Cards

The Community Borrower Card is offered to greater Middletown community members over the age of 16 (individuals under 18 require parent/guardian permission when they apply for a card. Parents or guardians should email the library staff with their name and the name of the child to give their permission). Community cards may only be used by the person to whom they are issued. Community borrowers may borrow materials from the Gardner-Harvey Library as well as from other Miami University and OhioLINK libraries. They may have up to 20 items checked out at a time, including up to five OhioLINK items. Community borrowers will be blocked from any further borrowing if an item is overdue.

To apply for a card, use our Community Borrower application form. Be sure to bring a valid form of identification or proof of current address to the library on the first time you request materials in order to check them out and receive your Community Borrower Card. After that first time you may present your Community Borrower Card to check out items.

Unfortunately, the card does not allow a Community Borrower to access our electronic resources from beyond the campus. You may wish to check with your school or public library for access using the Ohio Web Library.


Faculty members may place books, articles, videos, and other items on reserve for their students' use. Loan periods for Reserve Items vary from two hours to seven days. See the Reserves Policy for more information on reserves. Please let us know if you would like to place materials on reserve for a course using our Reserve Request Forms.

Overdue charges on Reserve items:
  • Two-hour reserve items (textbooks and class reserves): $2.50 for the first hour overdue and $.75 per additional hour, to a maximum of $24.25 per item.
  • One, three, or seven day items (most equipment on reserve): $2.50 per day overdue, to a maximum of $15.00.

In the case of non-returned items, you will also be billed for the replacement cost of the item in addition to the maximum fine amount and a processing charge.

Technology and Equipment

The Library loans a variety of types of equipment, including laptops, iPads, digital cameras, and microphones. Please consult the Library Reserve Equipment policy for guidelines on using these items.

Overdue Notices

Notices are sent as a courtesy when items become overdue. It is the borrower's reponsibility to return (or renew) items on or before an item's due date regardless of whether an overdue notice has been received. Overdue fines will not be waived if an overdue notice is not received. Due dates for items can be viewed under My Checkouts.

How Do I Pay Library Fines and Bills?

Library fines or bills may be paid in the following ways. For students, payment may be made using your Miami University MUlaa Account, or by paying your Bursar bill once library charges are moved over to the Bursar (charges may be sent to the Bursar one week after bills are sent, or earlier at the student's request). Payments by all patrons may be made by credit or debit card using the GHL Payment Portal. Please contact us at 513-727-3222 during our open hours if you have any questions about paying your fines or bills.

Please note that excessive library fines can block your borrowing privileges. The following limits are in place for groups of patrons, at which you will not be able to use or request materials through the library:
  • $50.00 - Friends of the Library/Community Borrowers
  • $100.00 - Emeriti Faculty and Staff
  • $250.00 - Undergraduates, Graduate Students, and Classified Staff
  • $300.00 - Faculty and Unclassified Staff

Recalling Checked Out Items

All patrons are entitled to use checked out items for at least 21 days before they may be recalled. Items currently checked out with a due date more than 21 days in the future are on loan to faculty, graduate students, or another library via Interlibrary Loan. These items may be recalled after the current patron has had them for 21 days.

Before recalling an item, you should first check the OhioLINK catalog to see if the same item is available from an OhioLINK library. If so, placing a request for the OhioLINK item will likely result in faster access to it than if you wait for the recalled item to return to the Library.

To recall an item, contact our InfoDesk with information about the item you wish to "recall." The item will be "recalled" for you, the due date adjusted accordingly, and a notice sent to the borrower indicating that another person would like to use the item.

A "hold" may be placed on items due in less than 21 days. After the item has been returned and checked in, notices will be emailed and mailed to you indicating that the item is available at the front desk.