M6L Policies: Loan Policies (Borrow, Renew, Request, Reserve)

• The final due date for all items checked out to, or renewed, by students will be the last day of final exams in each semester or term. This limit can be waived for students working on theses or Capstone projects, if they submit a written request approved by their supervising faculty members to the Circulation Desk. 

• Standard periods of loan shall be determined by the University. Any item, class, or group of items such as Reserve items may be confined to the library or issued for a limited period at the discretion of the Library Director. 

2. Renewals 

• Patrons may renew books two (2) times unless a Hold has been placed by another patron. The length of loan remains the same for any subsequent renewals. Patrons can now renew checked out library books at any time before the due date through My Millennium account. Following the second renewal, patrons must return the item(s) to the Circulation Desk. 

• All renewals are performed by the patron within their My Millennium account. Patrons are urged either to visit, or contact the Reference Desk for issues regarding malfunction in the renewal process. Renewals cannot be requested by phone or email, regardless of urgency or need. 

• Renewals will be blocked if borrowing privileges have been suspended for any unpaid fines. Similarly, an item that is currently overdue cannot be renewed, and must be returned to the Circulation Desk 

3. Holds 

• A patron may place a Hold on any item that is currently checked out. That item will be recalled from the current borrower and held for the requester at the Circulation Desk for three (3) days. The requester is informed by email when the item becomes available. 

• All Renewals are performed by the patron within their My Millennium account. Patrons are urged either to visit or contact the Reference Desk for issues regarding malfunction in the Hold process. Holds cannot be requested by phone or email, regardless of urgency or need. 

4. Recalls 

After an item has been checked out for ten (10) days, it may be recalled if a hold request is placed by another patron. A recall notice will be emailed to the borrower informing him/her that the item must be returned to the Circulation Desk within three (3) days. The due date will subsequently be changed to reflect the conditions of the hold request. Recalled items not returned by the new due date are subject to habitual overdue fines.    

Similarly, the library reserves the right to recall a checked-out item at any point at its discretion. Patrons are duly informed of the need to return the item and should do so promptly. 

5. Overdue Fines 

All patrons incur overdue fines for each item returned late. Borrowing privileges are suspended for overdue items and unpaid fines. 

• Due dates will not be set on holidays nor on days when the library is closed. 

• An automated reminder will be emailed to the patron at regular intervals. Initial notices will be sent one (1) week before and then two (2) days following the due date. Subsequently, a reminder will be emailed every seven (7) days until a twenty-one (21) day limit. Following the last reminder, books are declared lost, and patrons will be duly informed. 

• No reminders are sent for overdue Reserves; however, overdue fines will accrue and suspend borrowing privileges.  

• Fines are paid in full at the Circulation Desk by means of a deduction from the cash wallet card. Extenuating circumstances will allow for fines exceeding 50 DH to be forwarded to the Business Office, at which time borrowing privileges can be reinstated. Payments cannot be made by phone or email, regardless of urgency or need.              

6. Lost Items 

For lost items, the borrower will be charged any overdue fine accrued to that point, as well as the cost of replacing the lost item and a 200 DH processing fee. Borrowing privileges are suspended until the lost item bill is paid in full. 

In the scenario where an item is subsequently found and returned before a replacement is ordered, said cost may be refunded; however, neither the overdue fine nor the processing fee will be waived in this case. 

Fees are paid in full at the Circulation Desk by means of a deduction from the cash wallet card. Extenuating circumstances will allow for fines exceeding 50 DH to be forwarded to the 

Business Office, at which time borrowing privileges can be reinstated. Payments cannot be performed by phone or email, regardless of urgency or need. 

7. Damaged Items 

Patrons are responsible for returning library items in the same condition in which they were borrowed. When an item is deemed to have been damaged, the library reserves the right to charge the borrower the cost of repair or replacement. The costs are determined wholly at the library’s discretion. Borrowing privileges are suspended until the damaged item bill is paid in full. 
Fees are paid in full at the Circulation Desk by means of a deduction from the cash wallet card. Extenuating circumstances will allow for fines exceeding 50 DH to be forwarded to the Business Office, at which time borrowing privileges can be reinstated. Payments cannot be made by phone or email, regardless of urgency or need. 

8. Borrowers' Responsibilities 

Borrowers are responsible for reading and honoring the library’s email notices in a timely fashion. Failure to do so does not override any library policies or procedures. Furthermore, patrons are urged to monitor their My Millennium accounts so as to ensure that due dates are respected. 

Admission to the library is conditional upon observation of the policies upheld therein, and the staff of the library is empowered to enforce these regulations. Persistent failure to observe library rules may result in the withdrawal of access to library facilities, and the matter may be referred to the Library Director. 

Patrons should inform the Circulation Desk of a change of address, whether permanent or temporary. Similarly, changes of email address, phone number, or any other pertinent info should be communicated in as prompt a manner as possible. 

Books and other library resources must not be removed from the library unless the loan has been duly recorded by a member of the library staff. To that end, all loans necessitate the patron’s ID card. Furthermore, AUI ID cards are not transferable; the member named on each card is responsible for the items borrowed on it, and is liable for the cost of replacement in the event of loss or damage. 

Borrowing privileges will be suspended for overdue items, unpaid fines, and any other repeated infractions. Privileges may also be suspended if other library policies are not consistently honored. 

9. Special Borrowing 

Capstone students, and Honors Students can borrow up to eighteen (18) items, if they submit a written request approved by their supervising faculty members. Similarly, students working on theses can request exemption from habitual restrictions by way of faculty intervention. 

AUI Faculty may request exemptions from habitual restrictions for extenuating circumstances due to professional needs. These requests will be weighed individually and replied to in the promptest manner possible. 

These requests should be mailed directly to circulation@aui.ma 

10. Course Reserves 

The library Reserves Service includes highly in-demand and/or faculty-assigned materials for short-term use, primarily within the library itself. 

Mohammed VI Library maintains reserve collections and electronic access to class-related materials that support academic programs. Books, articles, and other documents (e.g., sample exams, syllabi, problem sets, readings, and lecture notes) are set aside in accordance with faculty requests.  

Furthermore, items deemed particularly desirable, even if not requested by faculty, may be put aside for general use. 

Faculty members are invited to fill out the Reserve Request Form or to visit the "Course Reserves" service guide for more information. 

11. Headphones  

Headphones can be checked out at the circulation desk (using a cash wallet, just like books) for up to four hours maximum. Failure to return the headphones on time will result in a fine of 10MAD per hour (so, 1 minute late will result in a fine). Headphones are for library use only and if they are damaged or lost, the students will pay 500 MAD to cover the cost of their replacement, in addition to the accumulated fine if the headphones are also returned late. They may be checked out according to the following schedule: