All users of the R. A. Williams Library must have a current mailing address and email address or phone number on file to borrow materials. If a user has a University-issued email address, the library will use that email address as the primary email.
Classes of users who have borrowing privileges:
AHU faculty, staff, and adjunct faculty
Florida Conference of Seventh-day Adventists employees (including Adventist pastors working in Florida)
Users who do not fall into any of the above classes may use library materials within the library, but may not check out any items. Exceptions may be made at the discretion of the library director or circulation coordinator.
Users must present an approved form of ID in order to checkout library materials. Approved forms of ID:
AHU Students – Valid AHU student ID card
AHU faculty, staff, and adjunct faculty – Valid AHU employee ID card
AdventHealth Employees—Valid AdventHealth employee ID card
Other users – Valid government-issued photo ID
The circulation coordinator may approve other forms of ID on an individual-user basis.
Additional borrowing restrictions:
Users may not check out more than 15 items at one time.
Users with overdue items may not check out additional items until the overdue items have been returned.
Users with more than $10.00 in library fines may not check out anything until the fines have been paid.
The circulation coordinator may waive any of these restrictions at his or her discretion.
Checkout Time Periods
The R.A. Williams Library contains a variety of physical materials that may be checked out: books, videos, anatomy models, computers, and more. The amount of time users may keep an item depends on the user, the type of item, and the demand for the item. Some of the common checkout times for each class of user are listed below. Renewals are subject to user demand. An item may not be renewed if it is overdue or if another user has placed a hold on the item.
The purpose of reserves is to make high-demand materials readily available to many students within a relatively short time.
Course reserves are materials faculty have requested be made available to students for reading assignments. Items that may be placed on course reserve include the following:
All library materials, including books, periodicals, and videos. If the library does not own an item and it is a necessary part of AHU coursework, collection development will consider purchasing the item.
Personal copies of journals, books, videos, or other media. The library cannot guarantee the safety of these items from damage or loss.
Readings, lecture notes, course syllabi, and exams. Faculty are encouraged to provide a copy of the course syllabus when making course reserve requests.
Audio or video recordings of lectures.
Textbooks are not placed on course reserves except at the request of a professor. If textbooks are donated, the library will only keep two copies of each title.Exceptions must be approved by the Course Reserve Coordinator.
Reserve requests should be made 4 to 6 weeks before the beginning of each trimester. This will allow time to recall items that may be in circulation. Some items may not be immediately available for course reserve.
Course reserve requests are made by submitting a Reserve Request Form. If the library owns the item and it is readily available, it will be retrieved and reassigned to the course reserve section behind the service desk. If the library does not own the item, faculty may provide a personal copy or request that the library purchase the item.
Materials are kept on course reserve for one trimester only. If professor wants an item to remain on reserve for the succeeding trimester, he or she should make a new request. Students may not request materials be placed on course reserve for instructors.
Library reserves are materials that the library staff have determined are high-demand but which are not course reserves. Any item in the library’s collection may be put on library reserve. Materials are place on library reserve at the discretion of the circulation coordinator and the collection development team. Library reserve materials may circulate for either 3 days or 2 hours, depending on the level of demand. Materials remain on library reserve until the circulation coordinator determines that demand no longer justifies it.
Users checking out reserve materials within one hour of the library closing may request to take the materials overnight. The librarian on duty approves such requests at his or her discretion. Overnight materials are due at 9AM the following business day. Materials checked out overnight on Friday are due back Sunday at 4PM.
Faculty may check out reserve material for their allotted time of 2 hours. Should special circumstances arise, the faculty member may contact the circulation coordinator, who may grant a checkout of up to one week. All users are charged a fine for reserve items returned past their due date. Fines are $1.00 per hour for 2-hour reserve items and $25.00 per day for 3-day reserve items.
If an item is not returned within one week of the due date, it will be considered lost, and the user will be charged the replacement cost of the item and a $20.00 processing fee.
At the discretion of the circulation coordinator, the cost of materials that are declared lost may be reduced or waived, but the $20.00 processing fee will still apply.
Fines and Fees
The R. A. Williams Library charges fines and fees for circulating and reserve items that are not returned. The purpose of these fines is not to enrich the library or to punish library users but to encourage the timely return of materials so other users will have access to them.
All users are charged a fine for circulating items returned past their due date and grace period. Fines are $0.25 per day for books and $1.00 per day for videos and equipment, after a seven-day grace period. The fine for an item shall not exceed the replacement cost of that item.
If an item is not returned within two months of the due date, it will be considered lost, and the user will be charged the replacement cost of the item and a $20.00 processing fee.
All users are charged a fine for reserve items returned past their due date. Fines are $1.00 per hour for two-hour reserve items and $25.00 per day for three-day reserve items.
If an item is not returned within a one-week period after the due date, it will be considered lost and the user will be charged the replacement cost of the item and a $20.00 processing fee.
Payment of Fines
Fines and fees are the responsibility of the user regardless of vacations, exams, illness, late or never-received reminder notices, etc. Fine amounts are not calculated until after material is returned. When a user owes $10.00 or more, library privileges are suspended without notice until the account is paid in full. Payment may be made in person at the service desk.
When an item is significantly overdue, the user is billed replacement and processing fees. At the discretion of the circulation coordinator, the replacement fee may be reduced or waived, but the $20.00 processing fee will still apply. The user’s borrowing privileges are suspended until the account is paid in full or the item is returned or replaced by the user. Students will have holds placed on their student account, prohibiting enrollment, registration, and receipt of diploma or transcripts. The holds remain until the account is paid in full.
Non-student users may pay the fees at the service desk or at the Financial Services Office. Students must pay at the Financial Services Office. Financial services will notify the library when a student has paid his or her account in full, and the circulation coordinator will then remove the holds.
Collection of Fines
The library can accept cash payments only. All other payments are made at the Financial Services Office. Arrangement for payment at the Financial Services Office must be made by contacting the circulation coordinator. These include, but are not limited to, payments made to clear a student account that has holds placed on it.
Student workers collect cash payments at the service desk and then notify the circulation coordinator. Receipts for payments are given only at the user’s request.
Confidentiality of User Information
The R. A. Williams Library protects the privacy of our users. Staff members will protect information about library users, their requests for information and materials, their use of resources, and their loan transactions, and will not transmit such information to individuals or to any private or public agency without an order from a court of competent jurisdiction, or as otherwise required by law.
The library does not keep a history of loan transactions. Users will not be able to see what items they have previously checked out and returned.
The R. A. Williams Library has several laptops available for checkout. Laptops may be checked out for four hours. If the laptop is not returned on time, the user will be assessed a late fee of $1.00 per hour ($24.00 per day). After three days, the laptop will be declared lost and the user will be charged an $800.00 replacement fee and a $20.00 processing free. If the laptop is returned before a replacement has been purchased, the replacement fee will be waived, but the user must still pay the processing fee.
Each laptop is loaned with a power cord. If the power cord is not returned with the laptop, the user will be charged a $40.00 replacement fee and a $20.00 processing fee.
A user may check out a laptop no more than 10 times per trimester unless the user’s professor emails the circulation coordinator permission to override the checkout limit.
Library users may place a hold on any item they may borrow. Users are allowed five separate holds at one time. Once a user has placed five holds, the user must either cancel a hold or wait until a hold has been filled before placing another hold.
Holds are filled in the order in which they are placed. Users will be contacted via email when the items they have placed on hold become available. If an item does not become available within 120 days, the hold is automatically canceled.
Available items are held at the service desk. If an item on hold is not picked up within 14 days, the hold is canceled and the item is returned to its standard library location.
Interlibrary loan (ILL) is a service that provides access to materials not owned by the R. A. Williams Library. Through cooperative agreements, participating libraries share their collections with users at other libraries. Possible requests include copies of articles or temporary loans of books, dissertations, and media items from lending libraries.
All AHU students, faculty, and staff may use the library’s ILL service. Other library users are asked to obtain ILL services through their local public library.
ILL requests may be made in person at the R. A. Williams Library or electronically by filling out the request form on the library website or emailing firstname.lastname@example.org.
Request Limits and Costs
Users may only request certain types of material via ILL. Not all of materials that may be requested are available, and the library cannot guarantee that a request will be filled. The following materials may be requested:
Materials Usually Available
Copies of articles (some copyright limitations may apply)
Loans of circulating books, circulating theses, circulating dissertations, and circulating reports
Conference proceedings or copies of papers from the proceedings
Materials Not Usually Available
Entire issues of journals
Rare, old, or fragile books (unless available on microfilm or microfiche)
Non-circulating items such as reserve or reference books
The following items may not be requested via ILL:
"Bestsellers" (Popular items currently in high demand and available at the public library)
"Bestsellers" (Popular items currently in high demand and available at the public library)
Audio-visual recordings owned by the library
Popular films available through rental or streaming services
If a user submits an ILL request for an item available in the library’s collection, the ILL staff will cancel the request and notify the user.
The library does not limit the number of requests a user may submit. The first 20 requests per person, per year (beginning of fall trimester to end of the following summer trimester) are free, except as provided below. If a user submits more than 20 ILL requests (combined books and articles) in on year, the user pays any charges of the lending institution. Regardless of the number of previous requests, there is never a charge when an ILL book or article request is necessary because the library’s copy is missing and has not been replaced.
Usually, the library’s ILL services are free to users. The library belongs to several regional library consortia and can get most requested materials without fees. However, the user is responsible for any fees above $30 per item. If an ILL request involves costs of more than $30.00 per item, the ILL staff will contact the user who submitted the request. The user may choose to pay all costs above $30 per item or cancel the request. Users are also responsible for any fines and/or replacement costs levied by the lending library for overdue or lost items.
All ILL requests are processed as quickly as current staffing levels allow. Regular requests are processed within three business days, and rush requests within 24 hours. Physical loans take an average of 10 business days (two weeks) to arrive; photocopies take an average of 3 business days. Many requests will be filled more quickly; others may take much longer.
Rush requests are available only on a case-by-case basis. The library staff limit rush requests because they slow down processing of normal requests and place a burden on lending libraries.
To submit a rush ILL request, users must contact the library’s ILL office by telephone or in person in addition to submitting a request using the online forms. The library cannot guarantee rush service on a request unless the user has spoken directly to the ILL staff.
Rush requests are processed within 24 hours and shipped per the user’s specifications. The ILL staff strive to meet the user’s deadline, but delivery by a certain time cannot be guaranteed. The lending libraries ultimately decide how quickly they process a request.
The user is responsible for all charges above those of a standard ILL request. The ILL staff will review all charges with the user prior to processing rush requests.
The ILL staff notifies users by email when requested items arrive. Users may request an alternative means of notification. If possible, materials are provided to users via email. Physical items such as books or articles not in electronic format will be held at the library service desk for users to pick up. In some cases, such as with online students who cannot come to the library, the ILL staff will mail physical items to the user’s home address.
Photocopies acquired by ILL become the property of the user and are not returned to the lending library. All other materials must be returned to the lending library. The loan period is set by the lending library, and is usually one month or less. Users are expected to know the due date of ILL materials. The library does not send its own overdue notices for ILL materials; however, ILL staff will forward users any overdue notices sent by a lending library.
Users should request a renewal before the due date. Materials will not be renewed past their due date. The ILL staff cannot guarantee that a renewal request will be granted. The lending library makes the final decision on whether to renew materials.
ILL materials must be returned directly to the library circulation staff. Users are responsible for the materials until they have been given to a library staff member. If an ILL item is lost or damaged while in a user’s possession, that user must pay the replacement cost mandated by the lending library. Users are not responsible for any materials lost or damaged while in the possession of library staff.
If a user does not return ILL materials within one week of the overdue notices, the user’s library privileges will be suspended. The user will also be charged the replacement cost of the materials. To reinstate library privilege, the user must return all overdue items and speak to the ILL staff. If the materials are not returned, privilege will be reinstated once the replacement cost has been paid.
Copyright and Photocopying
The library follows the current CONTU Guidelines for Interlibrary Loan Photocopying when requesting reproduction of materials. Not more than five articles may be requested in a calendar year from the same journal title from volumes published in the last five years. For requests that exceed this limit, users must pay royalties to the publisher.