Library Policies

Library Policies





Library Cards:


Students, faculty, staff, and alumni must present a valid OLLU ID to checkout library materials. 


Alumni are encouraged to visit the Alumni office or website before visiting the Library to obtain their free Alumni ID card.


TexShare cardholders from  partnering libraries will be required to present their TexShare ID and University/College ID card. 


ID Requirements:
Borrower Status What You Need to Check Out Materials

Students, Staff, Faculty and Alumni 


Congregation of Divine Providence (CDP) and TexShare cardholders.


Orange OLLU Library Card
(issued at the Circulation Desk)


Materials Available at the Sr. Elizabeth Anne Sueltenfuss Library:

Material Who Can Check Out
Books & Media All Registered Borrowers
Reference Books & Journals Faculty (3 days)


Book Checkout Periods:
Borrower Status Checkout Period Renewal
Undergraduate Students, Staff, and CDP  4 weeks 1
Graduate, Doctoral, and Faculty 15 weeks or end of semester 1
Alumni and TexShare cardholders 2 weeks (4 book limit) 1
Get it 4 Me-ILL Due date set by lending library  Renewal set by lending library


Media Checkout Periods
Borrower Status Checkout Period Renewal
Undergraduate, Graduate, Doctoral, Faculty, Staff, and CDP   2 weeks  1
Alumni and TexShare cardholders No media checkout privileges N/A
Get it 4 Me-ILL Due date set by lending library Renewal set by lending library


Renew, Return, Recall


  • Most library users are eligible for one renewal on library owned items.  Renewals can be made in person, by phone, chat, email or by accessing your library account online.
  • Renewals may be denies if the checked-out material is overdue, the user account is blocked, or if the materials is on hold for another library user.
  • Reserve items are not eligible for renewal.


  • Books may be returned at the second floor checkout desk, the second-floor drop chute, or the outdoor library book drop located in parking lot J.
  • Media, technology, and reserve items should be returned at the second-floor check out desk to prevent damage to library materials.


  • If a book is recalled, it must be returned to the checkout desk in a timely manner.  Materials needed for course reserves are subject to immediate recall.


Material Holds

If a desired items is checked out, on order, or the user simply wishes to reserve it, the item can be placed on hold using the blue 'place a hold' button on the item record or by accessing your library account online.  Users can also receive assistance in placing a hold by contacting the library via chat, email, or by visiting or calling the checkout desk at 210-434-6711 ext. 2325 (or toll free at 1-800-846-4085).


Overdue & Lost Items

Items that are not returned or renewed by the due date are considered overdue.  Once an item is 90 days overdue it is declared lost.  The table below lists the fines and fees for overdue and lost materials:

Item Overdue Fee Lost Item Fee
Books 25 cents/day ($10 maximum) $10 fee + replacement fee + $15 processing fee
Media $1/day ($10 maximum) $10 fee + cost of item + $15 processing fee
Reserve Items  25 cents/hour ($10 maximum) $10 fee + cost of item + $15 processing fee
Get it 4 Me material  Declared lost after 2 weeks overdue Lost fees are based on the lending library
Laptops Refer to the Laptop Loan Program Refer to the Laptop Loan Program


Account Holds

Students who have any of the following are barred from borrowing materials:

  • 5 or more overdue items
  • $10 or more in fines
  • an overdue Get it 4 Me item
  • an overdue laptop


Alumni, and TexShare cardholders who have 1 overdue book or $1 in fines are barred from borrowing materials.


Materials that are not returned within 90 days of the due date will be considered lost and a hold will be placed on the student's account.  The student will not be allowed to check out library materials and transcripts and registration may be blocked until all fines are paid or items returned.


Overdue Notices

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


Paying Library Fines:

Please reach out to the checkout desk to get updated information about outstanding bills.  Overdue fees should be paid until overdue materials is returned.


  • Fines can be paid with credit card, cash, money order, or check.
  • Credit card payment is made via Online Payment Center.
  • If the user has 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.

If you have any questions regarding circulation, contact Oscar Gutierrez or Karen Carr call 210-434-6711 ext 2325 or 1-800-846-4085.



Study Rooms

The Sr. Elizabeth Ann Sueltenfuss Library has 8 study rooms:


Study Room Policies & Etiquette

  • Study rooms L207, L306, L312 are available through the library's study room reservation system.  All other student rooms are available on a first-come, first-serve basis.
  • Staff may enter study rooms as necessary.
  • Users must abide by all library rules and posted signs.
  • Food and drinks are permitted according to the Library Food Policy.
  • Study rooms are not soundproof, please be mindful of your peers.
  • Dispose of all trash from tables and chairs before exiting the room.
  • The library is not responsible for lost, stolen, or left behind items.


Room Reservation Policies

  • Only current OLLU students, faculty, and staff may make reservations.
  • Reservations must be made at least 6 hours in advance.
  • Room reservations will be available for 3-hour and 2-hour intervals.
  • A confirmation email will be sent once your reservation is submitted.
  • All people must sign in and out at the 2nd floor check out desk.
  • Failure to abide by study room policies and etiquette will result in loss of privileges.


Technology, Equipment, and Belongings

  • Study rooms are equipped with a whiteboard.
  • Dry erase markers and erasers may be checked out at the checkout desk located on the second floor of the library.
  • Keyboards for large monitors may also be checked out at the checkout desk.
  • Please contact the OLLU Help Desk for issues with computer and monitor equipment.
  • Reserve study rooms are secured with an interior lock in the event you need to leave belongings during a reservation period, however, Library staff are not liable for any theft or loss of property.  Library staff will need to be notified to unlock doors.


Lost and Found

  • Found items left behind in study rooms are kept at the checkout desk.
  • Users must identify the lost item and a staff member will retrieve it from the lost and found drawer.
  • At the end of each month, all items are turned over to the University Police Department.


Failure to Comply

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


  • 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.

Information Skills (IS Lab)

The 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 Assistant Director of Instruction and User Services or 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.


The food and drink policy of Sr. Elizabeth Anne Sueltenfuss Library is intended to provide the OLLU community with a comfortable study space, while still preserving the furniture and technology owned by the University.  The library allows the consumption of certain types of food and covered drinks as follows:


  • Beverages in covered containers and small snacks including chips, pastries, candy, granola bars, fruits, salads, sandwiches, and vegetables are allowed in most areas (exceptions listed below).
  • Hot or aromatic meals may be consumed in reserved study rooms or library foyer.  Users are responsible for proper disposal.


Determining whether a food item is acceptable is at the discretion of library staff.


Vending Machines


Vending machines are located on the first floor.  Problems with vending machines can be reported to the vendor.


Food Deliveries


Food deliveries may only be received outside the library building.  Library staff will not act as a mediator between the library user and delivery service.


Food Disposal


Users should properly dispose of food waste by placing recyclables in the designated recycling bins and garbage in the trash cans.  Unconsumed food that needs to disposed of should be disposed of in trash cans located outside the library building.


Where Food is NOT Allowed


  • University owned computer labs or at university owned computers.
  • Library Special Collections Room



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. wh


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.  Headphones are also available at the Circulation Desk for checkout.


Study Rooms
The library has four study rooms available for reservation for individual or small group use.  All other 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
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 (Collaborative Study)
The second floor is the most interactive floor of the library, where research assistance, circulation transactions and instruction activity occur.  Students are allowed to converse on this floor and extended conversations can occur at a normal volume. 


Third Floor (Quiet Study)
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.  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.


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 disruptive behavior.  Disruptive behavior, may result in being asked to leave the building.  Users who establish a pattern of disruptive behavior and/or do not respond to the directions of the library staff may be banned from using the library.


Course Reserves & Copyright

Course Reserves Policy

The Library's course reserve service allows faculty to set aside books, articles, and other supplemental materials for class use either in physical form for in-house student check-out (Print Reserves), or electronically through our eReserves platform.  Materials placed on reserve must provide a pedagogical or educational purpose.


Course Reserves & Fair Use

Fair use applies to course reserves 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.  All copies placed on reserve will include a copyright notice: "this material may be protected by copyright law (Title 17, U.S. Code)".


Instructor Materials

Print reserves will only be active for the designated time periods.  After the semester or academic year, faculty will be asked to pick up and remove their items.  Items will only be held for a two-week period after each semester's end date.  If items are not picked up, library staff will return items to faculty offices or departments.  If the library is unable to return the items or contact the instructor, the items may be discarded.


For more information on Course Reserves and Fair Use Guidelines, please visit the library's course reserve page.


Copyright Policy

The following notice will be posted at each photocopy machine in the library:



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 it judgment, fulfillment of the order would involve violation of copyright law.


Copyright Assessment

Librarians are available to consult with faculty on copyright issues pertaining to course materials.  While the library is able to provide guidance, this guidance does not constitute legal advice.


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.


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.