Circulation and Checkout Policies

Policy Updated: July 2018


McDermott Library Location Length of Checkout Late Fines
(Total applied when
the item is returned)
Maximum Overdue Fine*
Main Stacks (McDermott and Callier Center),
Juvenile, and Government Documents
Minimum 21 days $0.50 per day $30
Periodicals, Microforms, Reference, Maps,
Special Collections
some In Library Use only
$0.50 per day (for circulating Reference items) $50
Computer Passwords for: CD, FD, Community
User and Digital Microfilms workstations
60 minutes $0.10 per minute $50
Laptops and Accessories 3 days $10 per day $50
Study Rooms 30 minutes to 2 hours $0.10 per minute $50
CDs, DVDs, and Blu-Rays 14 days $1.00 per day $50
Digital Cameras and Calculators 7 days $1.00 per day $50
Course Reserves (hourly) Minimum 2 hour –
In Library Use only
$0.10 per minute $50
Course Reserves (daily) 1 day, 3 day, or 7 day $10 per day $50
Media Reserves (cannot leave media services) 4 hours $0.10 per minute $50
Interlibrary Loan items Period set by lending library $0.50 per day $30
Headphones 4 hours $0.10 per minute $50
Audiovisual-Callier Center 7 days $1.00 per day $50
Assessment Tests-Callier Center Restricted to UTD affiliates – 7 Days; no renewal (limit 3) $10 per day $50

*Additional replacement and processing fees apply for lost items.*


UT Dallas patrons, retirees, visiting scholars, and Friends of the Library must present a valid Comet Card or Friends of the Library card in order to borrow materials. Other community users must present a valid TexShare card as well as a valid Texas driver’s license or state ID card in order to borrow materials. Please find more information on how to become a Friend of the Library by reading our McDermott Library Friends page.

Checkout periods vary by affiliation, collection, and patron status. The following is a summary of eligible borrowers with the appropriate checkout periods for the general circulating collection.

  • UTD faculty may check out up to 300 items for a semester.
  • UTD graduate students, researchers, and librarians may check out up to 150 items for a semester.
  • UTD undergraduates and staff may check out up to 50 items for 21 days.
  • All other patrons, including Friends of the Library and community TexShare users, may check out up to 5 items for 21 days.

Please note: Borrowing privileges for Friends of the Library and Community Users do not include offsite access to licensed electronic material (i.e. databases and ejournals), or on-site access to licensed resources that require UT Dallas authentication.

Community User workstations may be checked out to visitors at the Services desk for one hour. Visitors under the age of 18 must be accompanied by an adult to use the workstations.


Borrower Responsibilities

Borrowers are responsible for any materials checked out on their library cards, including materials from other libraries. This includes returning or renewing materials by the due date and time, returning items in the condition in which they were borrowed, and being accountable for overdue fines or fees.

Patrons are sent an email receipt that indicates when the materials are due. Borrowers also receive a monthly email that lists the titles and due dates of the materials they have checked out. The Library will also e-mail notices to borrowers when materials are recalled. [See Recalls section below].

A faculty member may appoint students or staff members as a proxy patron to check out materials on the Faculty member’s account. Proxy patrons must be UT Dallas students or staff with a valid current UTD ID (Comet Card) and must be approved by the Head of Access Services.

The Library sends notices as a courtesy only. The Library is NOT responsible for non-delivery of notices. Please advise the Library of a change in contact information to ensure your notices arrive.



Borrowers may renew materials through Discover, at the Services Desk, or via phone at (972) 883-2955. There are limits on renewals based on borrower level and the type of item. The item will not be renewed if it has been recalled for another borrower, if borrowing privileges have expired, if fine limits or exceeded, or if the patron has overdue items.



A recall allows a patron to request most materials that are checked out or the library staff to request materials for course reserves. Items that check out for fewer than 21 days may not be recalled. Recall requests may be submitted through Discover or by calling the Information Desk at (972) 883-2955. The initial borrower will be notified by email of any due date change. When the item is returned, the requestor is notified by email, and the item is held at the Services Desk for 7 days. If the item is not returned by the new due date, recall fines of $1/day go into effect.


Missing, Lost, and Damaged Materials

If material is missing from the shelves, library staff will conduct a search by request at the Services Desk. If located, library staff will notify the requestor of the results and hold the material at the Services Desk for 7 days.

Materials that are overdue for more than 60 days are considered lost. If an item that a borrower has checked out is lost or irreparably damaged, the borrower will be assessed a replacement fee that reflects the replacement cost of the material as determined by the library. In addition to replacement fees, the borrower will be assessed a $25 processing fee, as well as any existing overdue fines. Damaged items will not be returned to patrons, and replacement copies will not be accepted.

Library privileges may be suspended for borrowers who fail to abide by this policy or who have unpaid library charges. The Library will block a borrower’s course registration or issuance of transcripts for any library account that includes unpaid charges totaling over $1.

Inquiries concerning a fine or suspension of privileges should be made at the Services Desk or submitted through an Appeal A Library Fine form.

In accordance with the Attorney General of Texas Open Record Decision No. 100, the UT Dallas Libraries will not release information about a borrower including name, UTD ID, or checkout information.

Page Last Updated: July 15, 2019