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Media Lending and Borrowing Procedures
These are the procedures by which we loan our media collection to the B.C. Colleges and Universities that are represented on the BC ELN Media Resource Team.
The exchange of media among BC ELN partner libraries is for the benefit of the faculty, staff and students of B.C. Post Secondary Institutions. Requests for videos or DVDs from community borrowers or groups should not be processed.
BC ELN partner libraries provide service through the department responsible for media materials. In some institutions this is done through a Library Media Centre or Audiovisual Department while others use their Interlibrary Loan Departments.
Click the link below to access the directory of BC ELN partner library shipping addresses, media contacts, and Purolator account numbers. Before arriving at the page, you'll hit an SFU-branded authentication screen. Use the login and password distributed by email on February 25, 2015.
NEW! Kwantlen Polytechnic University (KPU) offers a disc repair service to our BC ELN Partner Libraries. Additional information and the KPU Disc Repair Request Form.
- Booking Request Numbers
- Booking Requests
- Booking Request Format
- Booking Request Confirmations
- Loan Periods
- Booking Request Cancellation
- Returning Borrowed Materials
- Through Bookings
- Lost Material
- KPU Disc Repair Service
Booking Request Numbers
Every request for an item, whether for a booking or for preview, must be given a number. This number is used for Statistics and Request Identification.
This number consists of the code of the borrowing library and a number. Examples:
- Kwantlen Polytechnic University --- KW 001, KW 002
- Douglas College --- DG 001, DG 002
Each library should number its request sequentially, starting with the number 1.
If you wish to renumber every year, you may precede the number with the year.
(E.G. FV 1301, FV 1302, FV 1303, etc.,) or start again with the number 1.
E-mail is the preferred method of communication and reporting on requests, for media bookings.
Phone requests can be done but they should be followed up with an E-mail request.
E-mail should be sent to the media booking department e-mail address, rather than an individual person's personal e-mail address.
Your Name, Address and Contact Number should appear on your request, as well as your Purolator account number.
Booking Request Format
There is no formal request format.
The following information should be provided for each request:
- Number – Includes Institution Code and Request Number
- Call Number – From BC ELN Media Cat (Not all institutions require a call number with the request)
- Show Date and Alternative date if available
- Lower Mainland institutions using their own courier for pick up and return will give a pick up date and a return date
- Purolator Account Number
- Special Shipping Instructions – Ship to a satellite campus with address
Booking Request Confirmations
Confirmation of booking should be done A.S. A. P. to allow the Booking Institution to make other booking arrangements.
Confirmations are sent to the requesting library even though the item may be delivered to another campus or other specified location.
Please make sure that the item arrives at the Borrowing Institution at least 3-4 working days before the show date.
The Borrowing Institution is responsible for any shipping charges incurred in returning the item to the Lending Institution.
Institutions within in the Lower Mainland use Purolator Courier Ltd. or their own institutional couriers to pick up and return borrowed items.
For non-Lower Mainland delivery, the preferred method of shipping is: Purolator Courier Ltd. CAUBO member institutions fall under a special billing arrangement for Educational Institutions, and are charged a lower rate by Purolator.
Items will be sent collect on the Borrowing Institution's Purolator account number.
Please return materials in the same package in which they were received.
Once the item is shipped it is counted as a statistic.
Loan periods are negotiated for each booking. Most items are booked for a 1 to 5 day period plus shipping time. Longer periods may be negotiated.
Requests for extensions must be made prior to the due date. Please give another Request number if an extension is for a new user.
Booking Request Cancellation
If a borrowing institution wishes to cancel a request, it must be done before the item is shipped. Once the item has been shipped, the loan will be counted as a lending stat.
Returning Borrowed Materials
The borrower is responsible for any shipping charges incurred in returning the item to the lending library.
In the case of back-to-back bookings, items can be sent directly from one Borrowing Institution to another Borrowing Institution without being returned to the Lending Institution.
These requests should be coordinated through the Lending Institution (the owner of the item).
The lending library records the second transaction on the BC ELN lending worksheet.
The Borrowing Institution is responsible for returning materials to the Lending Institution by the due date.
If an item is NOT available by the DUE DATE – notify the Lending Institution immediately.
Notify the Lending Institution immediately!
Tracing the shipping of the item that has been lost is the responsibility of the institution that shipped the item.
The borrowing library must notify the Lending Institution as soon as the loss is discovered.
Note the title, shipping date waybill number, and any other information that will assist in locating the lost item.
Notify the Lending Institution immediately!
The borrowing library is responsible for ensuring that items are returned in good working condition.
If damage does occur, enclose a note describing the damage when you return the item.
Let the Lending Institution know as soon as possible in case there are other bookings on the item.
The Lending Institution may charge the borrowing library for the replacement cost of the damaged item according to its policies.
KPU Disc Repair Service
Kwantlen Polytechnic University (KPU) offers a disc repair service to our BC ELN Partner Libraries.
Purolator will be used for shipping and returning. Shipping and return charges are paid by the institution requesting the service. Lower Mainland institutions may have their courier drop off and pickup.
Complete and sign the Disc Repair Request from BC ELN Partner Library Form linked below and send it to KPU along with the discs. An invoice will accompany the repaired items.
Payment may be made by cheque, VISA, or MasterCard. Arrangements can be made to pay by credit card over the phone.
For more information contact Kathie or Angela at firstname.lastname@example.org.
Last updated February 25, 2015