Circulation Policies

The City University of New York (CUNY) libraries’ circulation policies are designed to permit prompt and equitable access to library materials.

Borrowing Eligibility

CUNY Students, Faculty, and Staff

The following is required for members of the CUNY community to use circulation services at the CUNY Libraries:

Status Required for Library Access
CUNY Students Current registration in CUNYfirst
CUNY Faculty/Staff Active employee status in CUNYfirst
CUNY Research Foundation Employees Active employee status in CUNYfirst
Non-employee faculty and staff of CUNY (e.g., School of Medicine field instructors) Active status in CUNYfirst, Expiration date as indicated by sponsoring department
Emeriti Retired employee status in CUNYfirst

Proxy Borrowers

CUNY faculty, and persons registered with the Office of Disabled Student Services, may authorize others to borrow materials on their behalf. The proxy patron checks out materials directly to the original cardholder’s account. The faculty member or disabled person assumes responsibility for materials checked out by the surrogate. Authorization forms are available at the Circulation Desk.

Borrowing Privileges for Community Borrowers and CUNY Alumni

Each CUNY library may offer a community borrower (sometimes known as “Friends of the Library”) program that provides access to circulation services for an annual fee. Community borrower library privileges are good for one year. This service does not include interlibrary loan privileges or remote access to the library’s licensed electronic databases.

Community borrower privileges are available at no charge to the following groups:

  • METRO referral card holders (in-library use of material only)
  • Visiting faculty/scholars
  • Current campus-affiliated high school staff and students

Please visit the circulation desk at the CUNY library to complete a borrower registration form and obtain a community borrower card. The following ID and documentation are required to obtain a community borrower card:

Affiliation Required ID or Documentation
CUNY Alumni Valid government-issued photo ID; degree status will be verified by library staff
METRO Users Valid government-issued photo ID; ID from academic institution or proof of current affiliation; valid METRO referral card from that institution
Visiting Faculty/Scholars Valid government-issued photo ID; Visiting Scholar entry in CUNYfirst or documentation of status
CUNY-Affiliated High School Students and Staff Valid government-issued photo ID; School ID; Name on list-provided by school’s program coordinator or High School entry in CUNYfirst

Loan Periods & Fines/Fees

CUNY students, faculty, and staff may borrow up to 99 items at a time. Community borrowers may borrow up to 10 items at a time.

Material Loan Period Renewals
Books 16 weeks 2 renewals (maximum loan length: 48 weeks)
Media Varies Varies
Hourly Reserves Varies Varies
Multi-Day Reserves Varies Varies
Hourly Equipment* Varies Varies
Multi-Day Equipment* Varies Varies

* Not eligible for loan by community/alumni.

Fines

Consult the CUNY Tuition & Fee Manual for overdue fines for library materials.

Any books or media materials that are not returned or renewed 60 days after the due date are automatically declared lost, and the CUNY Libraries generate invoices for replacement. The CUNY Libraries charge daily and hourly overdue fines for equipment and course reserve materials. Any equipment or course reserves that are not returned 7 days after the due date are automatically declared lost, and the CUNY Libraries generate invoices for replacement.

Payments must be made to the campus bursar. The CUNY Libraries do not accept payments at any of our service desks.

If you have questions about library charges, or would like to appeal a library charge, please contact your campus library.

Replacement Charges

Consult the CUNY Tuition & Fee Manual for replacement costs and material processing fees for lost library materials.

The CUNY Libraries will refund the replacement fee and material processing fee for any materials declared lost and subsequently returned within one year of the due date. Users may replace lost materials with exact copies in like-new condition. The CUNY Libraries will refund the replacement fee when a user replaces an item—please consult library staff before purchasing a replacement copy as it is at the individual libraries’ discretion to determine whether replacement copies are in acceptable shape.

Payments must be made to the campus bursar. The CUNY Libraries do not accept payments at any of our service desks.

If you have questions about library charges, or would like to appeal a library charge, please contact your campus library.

Requesting, Recalling, Renewing

Requesting Library Materials

Users may request library materials using the CUNY Libraries’ catalog and search tool, OneSearch. Library materials owned by CUNY can be requested for pickup at any campus library. (Materials owned by libraries outside of CUNY must be picked up at the library that made the borrowing request.) Users will receive an email message when requested items are available for pickup.

Recalling Library Materials

Library staff may recall materials that are out on loan if they are needed back to be placed on reserve or for other reasons. Users will receive an email message with the updated due date. Failure to return recalled materials by the new due date may result in overdue fines.

Renewing/Returning Library Materials

Renew materials online by logging into My Library Account in OneSearch, in person at any of the CUNY Libraries’ circulation desks, or by contacting the campus library directly.

Course reserves and equipment must be returned to the library from which they were checked out. Materials borrowed at CUNY may be returned to any campus library circulation desk.

Individual campus libraries may provide bookdrops for returns.

Email Notices

Email is the CUNY Libraries’ primary communication method with patrons. The CUNY Libraries send email notices for:

  • Due date and return receipts
  • Approaching due date reminders
  • Overdue items
  • Recalled items
  • Activity reports (active loans, fines/fees, etc.)
  • Requested items available for pickup

The CUNY Libraries send email notices to official CUNY email addresses for students, faculty, and staff. Community borrowers provide a valid email address upon registration and are responsible for updating their email address on file as needed. Users are obligated to respond to all overdue, recall, and fine notices. Users are responsible for the timely return of library materials and payment of any library charges regardless of whether they receive an email notice.

Updated on January 22, 2024.