Borrow, Renew, Request

Penrose Library extends borrowing privileges to all Whitman College students, faculty, and staff members. Although the Library's primary commitment is to members of the Whitman community, certain library privileges are available to visiting scholars, local high school students, and members of the general public.

Library Cards

A valid Whitman ID or Penrose Library card is required to borrow materials from Penrose Library. ID cards are not transferable and may not be used by anyone other than the person to whom they were issued. A valid ID or library card must be presented every time materials are borrowed.

Cards must be validated for use at the Penrose Library Circulation Desk before they can be used. Any questions or concerns about ID or Library cards should be directed to the Circulation desk (509-527-5192).

Library users assume responsibility for notifying the Library of change of address, loss or theft of ID or library cards, and loss or theft of library materials they have borrowed. Library users also accept responsibility for materials borrowed on their ID card and for returning the materials to the Library by the due date.

Students, Faculty, and Staff will be issued a Whitman ID through the Human Resources Office and Campus Security. Alumni Borrowers are issued ID cards through the Alumni Office & Campus Security. Community Borrowers may purchase a library card at the Circulation Desk. Cards will be issued upon completion of an application form, presentation of photo ID, and payment of appropriate fees. Community members under the age of 18 must have a parent present to be issued a card. Please see our Community Borrowing page for more information.

Loan Periods

Loan periods differ according to the type of material being borrowed, and whether you are a student, faculty, or staff member, or a member of the community.

  • Students can borrow books for three weeks and DVDs and videos for three days. Thesis students can borrow books for up to one semester.
  • Faculty can borrow books for the duration of one year, due at the end of the spring semester. DVDs and videos can be borrowed for seven days.
  • Staff can borrow books for three weeks and DVDs and videos for three days. Staff cannot check out items that have been placed on Reserve for a course.
  • Alumni can borrow books for three weeks and DVDs and videos for three days. Alumni cannot check out items that have been placed on Reserve for a course. Summit and Interlibrary Loan borrowing are not available to Alumni.
  • Community Members can borrow books for three weeks and DVDs and videos for three days. Community members cannot check out items that have been placed on Reserve for a course. Summit and Interlibrary Loan borrowing are not available to Community members.

Check-out Limits

Check-out limits vary:

  • Students can borrow up to 100 items at a time.
  • Faculty have no limit on the number of items that can be borrowed.
  • Staff can borrow up to 15 items at a time.
  • Alumni can borrow up to 15 items at a time.
  • Community members can borrow up to 5 items at a time.

To view a full list of library materials checked out to you, visit the Penrose catalog and log into your account with your name and bar code number, located on the back of your Whitman ID card. You can verify due dates in the catalog, as well as renew items.

Renewals

Certain items may be renewed, provided they are not needed by another library user. Items may be renewed from the Penrose catalog. Renewals are also accepted via telephone (509-527-5192) or at the Penrose Library Circulation Desk.

All items must be renewed on or before the date they are due.

The number of times an item may be renewed varies based on the type of item.

  • Books may be renewed once.
  • DVDs and videos may be renewed for one 48 hour period.
  • Summit books and videos may not be renewed.

Faculty may renew books twice, but books must be returned at the end of the spring semester after the third year from original checkout. While faculty may renew books for up to three years, the Library must balance the need for researchers' long-term use of library materials against our need to periodically review the condition of materials. We strongly encourage their return for use by others.

Recalls

The Whitman College Library lending periods are intended to allow scholars convenient long-term use of library materials. In order to assure reasonable access to the library's collections for all users, the Library offers several resopnses to the competition for materials.

Items known to be in heavy demand, especially for course assignments, should be placed on Reserve. Items on reserve have shorter loan periods, allowing wider access to materials.

Patrons needing items that are checked out may search the Summit catalog and request a copy from another institution (find out more about Summit borrowing).

If there is heavy demand for a title, please feel free to suggest that the Library acquire additional copies.

If you need an item that is checked out, you may recall the item using the Request Item button in the Penrose catalog. The current borrower is required to return the item within a short period.

Notification of Recall
Borrowers will be notified immediately by email that the item they have checked out has been recalled. The item must be returned by the date specified in the recall notification, usually within five days of the receiving notice. Items needed for Reserve will be recalled immediately.

Minimum Use
Borrowers will not receive recall notices for one week from the time of original check-out.

Fines
Failure to return a recalled item by the specified due date will result in a $5.00 per day fine. Fines will accumulate until the replacement cost of the item has been reached, or the item is returned.

Overdue Fines and Replacement Fees

All overdue items are subject to fines, which vary according to materials type.

  • Books are subject to a $0.25 per day fine.
  • DVDs and videos are subject to a $1.00 per day fine.
  • Hourly reserves are subject to a $0.25 per hour fine.
  • Daily reserves are subject to a $1.00 per day fine.
  • Recalled items are subject to a $5.00 per day fine.
  • Summit and ILL materials are subject to a $0.50 per day fine for the first 10 days; $1.00 per day for the next 15 days; $30 maximum fine.

Faculty are not charged general overdue fines for materials held by Penrose Library. However, all faculty are subject to recall overdue fines as well as overdue fines for Summit & Interlibrary loan materials.

If a Penrose item is lost or stolen, the minimum Item Replacement Fee is $35.00 or the actual price of the item, if greater. An additional, non-refundable $6.00 processing fee per item is charged. By permission, an exact duplicate of the lost item may be accepted as a replacement. Please speak with the Access Services Manager for details.

Summit and Interlibrary Loan materials which are lost or stolen incur a minimum of $110 per item replacement fee, or the actual price of the item, if greater.

Suspension of Circulation Privileges

Library privileges will be suspended when your library account accrues $20.00 or more in fines, until partial or complete payment is made. Please pay all fines at the Penrose Circulation Desk. (Outstanding charges on student accounts will be transferred to your college bill at the end of each semester. Faculty are not subject to suspension.)

Replacement items that are charged to your library account will block your ability to borrow Summit and Interlibrary Loan materials.

The immediate return of billed items will clear the replacement charge. when returning a billed item, please speak with the Circulation Supervisor to make certain that the charge has been cleared from your Library account. Refunds will not be issued if the book has been lost for more than one year.

Please direct questions about replacement costs and billing to the Access Services Manager.

Confidentiality of Circulation Records

Penrose Library is committed to the protection of the privacy rights of all of its students, faculty, staff, and other library users. In compliance with Washington State R.C.W. 42.17.310(1), the Washington State Public Disclosure Act, and in accordance with the American Library Association policy on the "Confidentiality of Library Records," all library records are considered to be confidential transactions. Library staff will not release the name of any person to whom an item is currently charged, nor will they release past circulation records (including Interlibrary Loans) except pursuant to court order, search warrant, or subpoena. Requests for confidential circulation records from a federal, state, or local law enforcement agency should be referred to the College Librarian.