Library Policies

Library Policies




Circulation Policies

ID Cards:


OLLU ID cards are non-transferable. You are responsible for all materials checked out with your card.


ID Required to Check Out Materials by Borrower Status
Borrower Status What You Need to Check Out Materials

OLLU Students

OLLU Staff

OLLU Alumni



TexShare Users

Community Users

Blue OLLU Library Card
(issued at the Circulation Desk)


Circulating and Non-Circulating Materials:


Checking Out Materials:

Types of Materials That Can Be Checked Out
Material Who Can Check Out
Books (general collection) All Registered Borrowers
Reference Books & Bound Journals OLLU Faculty (3 days)
Current Journals & Newspapers Cannot Be Checked Out


Book Checkout Periods

Book Checkout Periods
Borrower Status Checkout Period Renewal
OLLU Undergraduate Students 4 weeks 1
OLLU Graduate Students 15 weeks 1
OLLU Doctoral Students 15 weeks 1
OLLU Faculty 15 weeks 1
OLLU Staff 4 weeks 1
OLLU CDP 4 weeks 1
OLLU Alumni 2 weeks 1
TexShare Cardholders 2 weeks none
Community Users 2 weeks none


Media Checkout Periods

Media Checkout Periods
Borrower Status Checkout Period Renewal
OLLU Undergraduate Students 2 weeks (3 item limit) 1
OLLU Graduate Students 2 weeks (3 item limit) 1
OLLU Doctoral Students 2 weeks (3 item limit) 1
OLLU Faculty 2 weeks (no item limit) 1
OLLU Staff 2 weeks (3 item limit) 1
OLLU CDP 2 weeks (3 item limit) 1
OLLU Alumni No Media Checkout Privileges N/A
TexShare Cardholders No Media Checkout Privileges N/A
Community Users No Media Checkout Privileges N/A


If a book you have borrowed is recalled it must be returned to the check out desk in a timely manner. Materials needed for course reserves are subject to immediate recall.


You can bring a book into the library for renewal or renew by phone at 210-434-6711 x2325 (or toll free at 1-800-846-4085). You must renew materials on or before the due date. Materials that have a hold on them or that have been recalled cannot be renewed.


If a book you need is checked out you can place a hold on it by calling the Circulation Desk at 210-434-6711 x2325 (or toll free at 1-800-846-4085). You cannot place a hold on media items.


If there is material you cannot find in the library you can request Circulation Staff perform a search. If the materials can be found you will be notified that they are available and they will be held at the Circulation Desk for up to 3 days.


Returning Materials:
You can returns materials at the Circulation Desk drop-chute on the 2nd floor or, if the library is closed, at the outside drop-box on the south side of the library. Please do not place media items in the outside drop-box.


Overdue & Lost Items:

Overdue and Lost Item Fees
Item Overdue Fee Lost Item Fee
Books 25 cents/day ($10 maximum) $10 fee + cost of item
Media $1/day ($10 maximum) $10 fee + cost of item
Reserve Items 25 cents/hour ($10 maximum)  


OLLU Students will not be able to borrow materials if you have 5 overdue books or $10 in fines. Registration, transfer of credits, grades and graduation may be blocked until all fines are paid. OLLU Alumni, Community Users and TexShare Users will not be able to borrow materials if you have 1 overdue book or $1 in fines.


Overdue, lost, and recall notices are sent as a courtesy to remind you that an item should be returned. However, failure to receive a notice does not absolve you of the responsibility to return the item to the library in a timely manner.


Fines can be paid with credit card, cash, money order, or check. Credit card payment is made via If you have previously written delinquent checks to the library, another check will not be accepted. Exceptions to these library circulation policies may be granted on a case-by-case basis if need is demonstrated. Only the circulation manager or an OLLU librarian has the authority to remove fines from your account.


Lost and Found:

All lost items found in the Sueltenfuss Library are kept at the check out desk. You must identify the lost item and a staff member will retrieve the item from the lost & found shelf. At the end of each month all items are turned over to campus police.


If you have any questions regarding circulation, contact Daytime Circulation Supervisor Vanessa Meador, or call 210-434-6711 x2325 or 1-800-846-4085.

Study Rooms

Study rooms on the second floor can currently be reserved from the Study Rooms page. Study rooms are not sound proof and loud conversations and audio/video presentations may be heard outside the closed door. Groups using these rooms should conduct themselves with respect for those studying in close proximity to their room.


Students reserving study rooms must abide by the posted study room etiquette at all times. Failure to comply may result in a loss of library privileges.


Study Room Etiquette


  • Mask must be worn inside library building.
  • Follow social distance guidelines and Covid 19 regulations based on University Policy.
  • Abide by all library rules and posted signs.
  • No food or snacks allowed.
  • Covered drinks are permissible.
  • Study rooms are not soundproof, please be mindful of your peers.
  • Dispose of all trash from table and chairs before exiting the room.
  • Please disinfect table and chairs when your reservation is over.


Failure to Comply


First offense: A first offense will result in a verbal warning.

Second offense: Forfeiture of study room reservation.

Third offense: Loss of privileges of reserving a study room.


Multiple offenses may result in loss of library privileges. Violators may be referred to University administration for disciplinary action and may also face civil and/or criminal charges.

Computer Use

All students, faculty, and staff are expected to adhere to university policies:


Please follow all posted instructions and notices.


Labs Are A Work Environment
Do not play games on the computers. Students doing course work have priority in using the computers. Users may be asked to yield access to the computers when the lab is near capacity. This is especially true during peak hours, and during midterms and finals. Computers left unattended for more than ten minutes can and will be made available to others. Do not change any desktop settings or program configurations. Use only software already installed on the computers, or authorized course-specific software.


Save Your Files
Always use a USB drive or OLLU U: drive to save your files. Files saved on the hard drive are automatically deleted when the computer reboots.


Labs Are A Shared Environment
What you see on your screen, can and does get seen by other users in the lab. Users who are seen accessing adult web sites or other potentially offensive files will be asked to leave immediately.


Software Piracy Is A Federal Crime
Software packages installed on these computers are licensed for use only within OLLU computer labs. Do not copy the software installed on these computers.


Be Considerate
Avoid wasting limited lab resources, such as engaging in extended online chat, surfing the web for long periods of time, or other non-academic and time consuming activities, while people are waiting for a computer.


Violators of these rules may be referred to University administration for disciplinary action, and may also face civil and/or criminal charges.

IS Lab

The Library Information Skills Lab (IS Lab) is a computer lab located on the 2nd Floor of the Sueltenfuss Library. The primary function of the IS Lab is to support the information literacy efforts of the library faculty. When not in use by the library faculty, it functions as an open lab. The operation of the IS Lab is a cooperative effort between the library and the information technology department.




Priority scheduling of the IS Lab is for library faculty to conduct information literacy instruction or library related presentations. The IS Lab does not appear in the university’s classroom and venue reservation system. As a result, the lab is not available for semester long scheduling of classes.


Scheduling of the IS Lab for non-library instruction related purposes requires the approval of the Director of the Library. Examples of non-library instruction related scheduling includes:


  • General university testing, such as general education assessment.
  • One time sessions where an OLLU class requires computers for testing.
  • One time presentations where prospective students or visiting groups require computer use.
  • Other scenarios at the discretion of the Director of the Library.


Prior to submitting a reservation request with the Director of the Library, the submitter should utilize the university’s classroom reservation system to exhaust all other possibilities of finding other computer lab space.


Uncovered beverages and hot food (i.e. popcorn, tacos, pizza, hamburgers, French fries….) are NOT allowed on the 2nd and 3rd floors of the library, as they attract vermin and distract library users from their research and study.


This policy will be strictly enforced. All library users are expected to abide by these policies and will be asked to comply if necessary. Patrons who become distracted by policy violators are encouraged to contact any library employee. All library employees are empowered with the responsibility to approach offending groups and individuals, and ask them to either store or remove the hot food item from the 2nd and 3rd floors of the library. Library users who do not comply with library staff requests to conform to the food and beverage policy may be asked to leave the 2nd and 3rd floors.


The Sueltenfuss Library, a dynamic resource and university community center, offers a wide range of services, materials and environments which can lead to a variety of sound levels. We strive to provide a balance among the different uses of library resources while creating an environment that is conducive to study. The following policy is intended to guide students, faculty, staff and visitors in etiquette regarding noise in the library which will contribute to this balance of activity and sound.


Cell Phones
Cell phones, blue tooth and other communication devices should either be turned off or set to vibrate when entering the Library. Conversations conducted via these devices are only allowed in the stairwell, study rooms and restrooms.


Media Players
Use of all audio-visual devices in the library, including iPods/iPads, MP3 players, radios or computers require the use of headphones. Volume level on the headphones should not be audible to others.


Study Rooms
Study rooms are available on a first come first serve basis for those engaging in interactive group work. However, the study rooms are not sound proof and loud conversations and audio/video presentations may be heard outside the closed door. Groups using these rooms should conduct themselves with respect for those studying in close proximity to their room.


Instructional Skills Lab
The Library Quiet Policy extends to the Instructional Skills Lab, which doubles as a computer lab/instruction room. Volume and length of conversation in the IS Lab should be kept at a minimum, and cell phone conversations are prohibited in the lab.


Second Floor
The second floor is the most interactive floor of the library, where research assistance, circulation transactions and instruction activity occur. Please keep your voices low and your conversation to a minimum. Students needing to meet in groups are encouraged to use the study rooms available on the second and third floors.


Third Floor
The third floor of the library has been designated a “quiet zone.” Loud and extended conversations are prohibited on this floor in order to provide a quiet learning environment. Study rooms are available on this floor, as well as the second floor, for group study involving conversations. Students needing to meet in groups are encouraged to use the study rooms. It should be noted that staff offices are also located on this floor. Because of the library design, residual noise from the second floor may migrate upwards to the third floor.


This policy will be strictly enforced. All university library users are expected to abide by these policies and will be asked to comply if necessary. Users whose quiet study is disrupted are strongly encouraged to contact any library employee. All library employees are empowered with the responsibility to approach disruptive groups and individuals and ask them to discontinue the disruptive behavior. Failure to comply may result in being asked to leave the building.


Course Reserves


Fair use applies to library reserve readings to the extent that they function as an extension of classroom readings or reflect an individual student’s right to photocopy for his or her personal scholastic use. Therefore, at the request of a faculty member, the Library may photocopy and place on reserve excerpts from copyrighted works from the collection in accordance with guidelines similar to those governing classroom teaching.




  • A single photocopy of an article from a journal in OLLU’s collection or a photocopy obtained through interlibrary loan may be placed on reserve.
  • A single photocopy of an article supplied by an instructor may be placed on reserve provided that the copyright notice is included on the first page.
  • A portion of a copyrighted work (e.g., the book chapters) may be placed on reserve provided that it does not have a significant detrimental impact on the market for a copyrighted work. While fair use guidelines for classroom copying may be inappropriate at the college level.
  • Multiple copies may be placed on reserve after considering the following factors:
    • The amount of material is reasonable in relation to the total amount of material assigned for one semester of a course, taking into account the nature of the course, its subject matter, and level.
    • The number of copies is reasonable in light of the number of students enrolled, the difficulty and timing of assignments, and the number of other courses that may assign the same material.
    • The material contains a notice of copyright.
    • The effect of photocopying will not be detrimental to the market for the work. If the Library does not own a copy, it will try to obtain one.
    • The timeliness of the matter to be copied.
  • A “reasonable number” of photocopies in 4a will in most instances be no more than five, but factors such as the length or difficulty of the assignment, the number of enrolled students, and the length of time allowed for completion of the assignment may permit more than five in unusual circumstances.
  • All photocopies placed on reserve will be stamped with the notice: “this material may be protected by copyright law (Title 17, U.S. Code)”.


The Library will refuse to accept the following types of photocopies for reserve readings:


  • Copies used to create or to replace or substitute for anthologies compilations or collective works.
  • Copies from works intended to be “consumable” in the course of study or of teaching (e.g., workbooks, exercises, standardized tests, test booklets and answer sheets, etc.).
  • Copies that substitute for the purchase of books, publisher reprints or periodicals.
  • Copies directed by higher authority.
  • Copies that are repeated with respect to the same item by the same teacher from semester to semester.



Interlibrary Loan


The Library may request an article which OLLU does not own provided that:


  • Not more than five articles from the journal title are requested during any calendar year, not including articles more than five years old.
  • The request is in conformance with section 107 (fair use) or section 108 (copying rights specific to libraries) of the copyright law.


All articles received should be stamped with the notice of copyright.



Photocopiers and Scanners


The following notice will be posted at each photocopy machine location:


The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material.


Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specific conditions is that the photocopy or reproduction is not to be “used for any purpose other than private study, scholarship, or research.” If a user makes a request for, or alter use, a photocopy or reproduction for purpose in excess of “fair use”, that use may be liable for copyright infringement.


This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

Collection Development

The library has created a Collection Development policy to guide the selection, acquisition, and weeding of library collection materials.


The library is not obligated to accept any donation of materials. Nevertheless, the library recognizes the potential contribution that donations can make to strengthen its collections. Upon notification of a potential donation, the library will conduct a preliminary investigation of the content and scope of the items in order to determine whether to accept the donation. The criteria for the evaluation of donated items will be the same as the criteria for selection outlined in the library Collection Development policy.


Donations of regular collection materials will be acknowledged with a letter of receipt, while donations of special collections materials will require a signed deed of gift. All donated items will cease to be the property of the donor and will become the property of the library, which has the sole discretion to determine their use and disposition. The library cannot provide appraisals nor otherwise determine the monetary value of donated items, but it may require donors of special collections materials to provide an independent appraisal and/or an itemized inventory prior to the signing of the deed of gift.


Under normal circumstances, evaluation of materials will occur at a separate location from the library and/or in the presence of the donor. Items not accepted for donation will be left with the donor. On a limited, case-by-case basis the library may discard unwanted items on behalf of the donor (in consultation with the director of the library). The library may also choose to make unwanted items available to patrons to take for free.


For more information, email Jason Bourgeois, Cataloging and Special Collections Librarian, or call 210-431-5523. To initiate a donation to the library, please fill out the donation form.

Privacy Policy

The Sueltenfuss Library adheres to Article III of the Code of Ethics of the American Library Association and applicable federal and state laws in protecting the privacy of confidential and personally identifiable information (PII) of library users. Article III of the Code of Ethics states: “We protect each library user's right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted.”


To ensure that the rights of library users are protected, the Sueltenfuss Library considers all circulation transactions, patron registration data, login information, search history, electronically submitted forms and/or files as private and confidential records.


Library staff is unable to release any personally identifiable information pertaining to the access, usage, and storage of library resources, services, or technology whether it be in physical or electronic formats.


All requests for confidential information that cannot be addressed through this policy should be referred to the Director of the University Library. Library administration will consult with legal counsel and the compliance office of the university.