November 2025

Policy

Some reference material may be taken out of the library by a patron with a valid library card. A librarian or supervisor must authorize the loan and determine the loan period. In addition, some Central reference material may be sent to a branch for checkout or in-library use.

Rationale

If material is not likely to be needed and if the patron cannot conveniently use the material in a library building, a special arrangement may be made for the material to be checked out or sent to another location for in-library use.

Procedure

Special loans at the owning location

• Reference staff will conduct a complete reference interview. They will determine whether the desired information is available in electronic form or whether the library owns a circulating copy of the item. If it is determined that information is only available in a reference item, a librarian or supervisor may approve the loan of reference material.
• Library staff will override to check out reference material.
• Library staff will change the due date for 3 weeks in the future, unless otherwise determined by a librarian or supervisor.

Special loans to a location that is NOT the owning location

• Reference staff should conduct a complete reference interview. They will determine whether the desired information is available in electronic form or whether the library owns a circulating copy of the item, before requesting the loan of a reference item.
• Neighborhood Libraries' reference staff may submit their patrons' requests for Central reference titles via the Ask The Library staff form.
  • ​Include complete contact information for the patron on the Request Form.
  • Check that the patron's account is in good standing, with charges must be below $20.00.
  • Central collection staff will process these requests.
• Some items may not be lent. These include:
  • Atlases: Sanborn, Metsker, or published pre-1920
  • Room reference (Location 005-CEN in Symphony)
  • Items that are heavily used by Central staff and patrons
  • Items that are very fragile
  • Items that are too big to place in a crate
  • Items with content that is readily available in circulating titles or electronic format
  • Monumental sets (music scores). These are multi-volume sets of the complete works of composers or music of nations. Check the catalog for circulating versions of pieces within these works.
  • Oregon Collection items ("O" call number prefix). If there is a second copy a loan will be considered by the librarian responsible for the Oregon collection, or the Central Collections administrator.
  • Periodicals
  • Reference car, truck, and motorcycle repair
  • Any "Jane's" title (Jane's Fighting Ships, etc)
  • Serial Set
  • Stacks 3 reference (Phone books, city directories)
  • Wilson Collection ( "W" call number prefix)
• Central reference items will arrive arrive to Branches in yellow hold crates. They will be marked with either a green label, indicating the patron may check out the item for three weeks with no renewals, or a red label, indicating the item may be used only in the branch, also for three weeks.
  • Green label items
    • If the item may be taken home, Central collection staff will place the hold on the patron's account.
    • Items with green labels can be checked in on RFID pads.
      • The hold will trigger.
      • Staff will change the hold until date to 7 days in the future.
      • The patron will be notified automatically, like any other hold.
    • Patrons must check out reference items at a staff station, not a checkout station.
      • Library staff will override to check out reference material.
      • Library staff will change the due date to 3 weeks in the future.
  • Red label items
    • If the item is for in-branch use only, Central collection staff will place a hold on the branch card created for this purpose, called Ref Loan Branch Use Only (e.g. ALB Ref Loan Branch Use Only).
    • Items with red labels should be checked in and out using a barcode scanner only - not an RFID pad - to maintain good security.
  • To receive the item:
    • Scan the item barcode (do not use an RFID pad) to fill the hold on the Ref Loan card.
    • Scan the item barcode (do not use an RFID pad) to check it out to your branch's Ref Loan Branch Use Only card and change the due to the date on the sticker.
    • Call the patron to say the item is available.
    • Keep the reference item in a secure area, like reference-only ILLs.
    • ​When the item is returned, scan it to change the status to "Transit".  Return the item to Central Library in a red return crate. Central staff will remove labels.