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Non-Stanford Users > Institutional Privileges

Card Fees

Persons employed by or representing a profit or non-profit institution may use the Stanford University Libraries within guidelines established to ensure that the primary purpose of the Libraries (to serve the academic and research needs of the faculty, students and staff of Stanford University) is fulfilled.

The Stanford University Libraries consists of the Cecil H. Green Library (the central research collections in the humanities and social sciences), the Stanford Auxiliary Library, the Hopkins Marine Station Library, and ten research branch libraries: Art and Architecture, Branner Earth Sciences and Map Collections, Cubberley Education, East Asia Library, Music, Engineering, Falconer Biology, Mathematical and Computer Sciences, Music, Physics, Swain Chemistry and Chemical Engineering.

In addition to these libraries, there are five individually administered Coordinate Libraries: Hoover Institution Library on War, Revolution and Peace, Robert Crown Law Library, J. Hugh Jackson Library of Business, Lane Medical Library, and the library of the Stanford Linear Accelerator Center. Library privileges described in this brochure do not apply to the Coordinate Libraries. Each of these libraries should be contacted directly for information regarding the use of their collections.

Use of the Stanford University Libraries

Institutional Library Card holders are responsible for complying with all Stanford University Libraries’ regulations, and for all fines, fees and losses incurred. The Libraries reserve the right to deny use to individuals or institutions that abuse library privileges or in any way infringe on the priority rights of Stanford faculty, staff, or students. Library privileges may be revoked at any time.

Courtesy Use

Employees or representatives of institutions may use the collections of the Stanford University Libraries (SULAIR) free of charge for a total of 7 days within a 12-month period (beginning the first day of registration.) These seven days may be used consecutively or spaced, as desired, throughout the twelve months. This courtesy use privilege allows on-site use of the collections, paging of materials stored offsite, and access to the University Libraries’ catalog and reference collections. With the exceptions of the Art and Architecture Library and the Music Library, on-site use of materials in the branches is available without presentation of any library card.

The Institutional Library Card

The Stanford University Libraries Institutional Library Card may be purchased for an annual fee. This card allows access to the collections in the Cecil H. Green Library and the Auxiliary Library. An institution may purchase as many cards as it needs. If it is necessary to borrow materials from the Green Library, the Auxiliary Library, or the research branches (except the Art & Architecture Library), borrowing coupons must be purchased.

Coupons are available in booklets of ten for $80.00 to for-profit institutions, and $50.00 to non-profit institutions. Each borrowing or renewal transaction requires the presentation of a valid Institutional Card and one coupon per item. Coupons must be filled out and signed in advance by the institutional representative. Material borrowed may not be loaned to another institution or individual.

Application Procedures

Application must be made in person at the Privileges Desk, Cecil H. Green Library, during library hours. At the time of application, the representative (usually the institution’s librarian) must provide a letter from an appropriate person in the institution authorizing the representative to purchase and administer the card. Provision of a list of potential users of the card is desirable.

Before a card and/or coupons will be issued, application procedures must be completed and fees paid in full by cash or a check drawn on the purchasing institution’s account (made payable to “Stanford University Libraries”) for the amount of purchase. Credit cards and bankcards cannot be accepted for payment.

Cards are issued in the name of the organization and may be used by its authorized employees. The institutional representative is responsible for maintaining accurate records of who has used the card, when it was used, what library materials are charged out on the card, and which employee(s) has those materials. The institution is also responsible for providing the Privileges Office with the correct name, address, phone, and email address of the current institutional contact person.

The representative of the institution must present a valid, government issued photo ID card, with current address to be considered for a library card. (E.g. driver's license, passport, etc.)

Please note that library cards will not, under any circumstance, be mailed, but must be purchased in person by the designated institutional representative. Borrowing coupons may be purchased by mail, or in person, by institutions holding a valid Institutional Card.

Borrowing Limits

Institutional Library Card holders are limited to a total of 25 library materials charged out on their record. This limit applies only to SULAIR items and does not affect any limits at the Coordinate Libraries (Business, Hoover Institution, Law, Medical). Consult individual libraries for specific limits.

Excluded Services

Institutional Library Card holders may not use the following: reserve collections, computers that require a SUNet ID, computerized literature search service, interlibrary loan services, and databases whose use is restricted to Stanford faculty, students, and staff. Availability of reference services varies by library and may be limited. Policies on the use of closed stack collections, lockers, and carrels may vary. Please consult with the individual libraries for their policies on use.

Privileges Blocks

Privileges blocks will automatically take effect, suspending further circulation transactions, under the following conditions:

Outstanding fees/fines:

$1.50 or more

Overdue items

One or more overdue items

Two or more overdue recalls (all patron categories)

Block is lifted when all outstanding recalled items have been returned and all fines/fees have been paid.

Borrowing limit

More than 25 library materials charged out

Disclosure of Borrowing Information

Sometimes a patron may need to briefly consult an item (e.g. for a check of a quotation, citation, etc.) that is checked out to another borrower. By approval of the Stanford University Faculty Senate, Stanford University Libraries policy is to disclose a borrower’s name, telephone number and/or electronic mail address to Stanford or University of California faculty, staff, or student (including members of the Research Libraries Cooperative Program or Reciprocal Services Program) who inquire about a specific title circulating to that borrower.

Any borrower who does NOT want his/her name disclosed to other borrowers should notify the Libraries of that choice by submitting a Request for Non-Disclosure of Borrower Information form to the Privileges Office in Green Library or leaving it with the service desk staff from whom it was received. Library staff will forward the form to the Privileges Office. Forms are available at all library Loan Desks or the Privileges Office in the Green Library.

Library Mail

Library overdue, recall, availability, and bill notices are sent by e-mail when the patron provides an e-mail address. If no e-mail address is provided, then the library notices will be sent by regular mail.

Note: Overdue notices are sent as a courtesy to the patron. The borrower is responsible for knowing the due date of all items charged out from the libraries and for returning the items on time.

Change of Address

It is the responsibility of the user to keep the library informed of any changes affecting the delivery of library notices. A user whose address results in returned mail (whether paper or e-mail) will have his/her user record barred from further circulation transactions until such time as a current address has been provided. Fee borrowers should report address changes to the Privileges Office or complete and submit a Change of Address Form, available either online or at all Loan Desks.

Borrower Liability

Borrowing privileges are not transferable and are subject to cancellation if abused. The borrower is responsible for library material charged out in his/her name until it has been returned to the library. Return receipts may be requested when material is being returned during library hours. Users who claim to have returned material but who do not have a return receipt should initiate a Claims Returned Search at the owning library. If the material is not located after four staff searches over a one month period, the borrower will be held liable for replacement costs and a non-refundable billing fee.

Lost Cards

Loss of an Institutional Library Card should be reported immediately to the Privileges Desk, Cecil H. Green Library. After paying a $20.00 replacement fee, a new card will be issued for the balance of time remaining on the previously issued twelve-month card.

For Further Information

Please consult the Libraries’ Web page for information regarding specific library locations, hours, services, etc.

Contact Information:

Privileges Office, Green Library
Stanford, California 94305-6063

Hours: staffed during Circulation desk hours
Phone: (650) 723-1492
Fax: (650) 723-3992

Last modified: December 10, 2011

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