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Library Policies and Procedures: Circulation Policies

Contents of the Elizabethtown Community and Technical College Library Polices and Procedures Manual, published December 2017, revised August 2019


  • ECTC students, faculty, & staff: Students currently enrolled in ECTC courses, including dual credit courses, courses offered at our satellite campuses or off-campus instructional sites and current employees have full borrowing privileges.
  • Students and faculty at other KY colleges & universities: Currently enrolled students and faculty at any KY college & university recognized by FoKAL have full borrowing privileges.
  • Community patrons: Residents of Breckinridge, Bullitt, Grayson, Green, Hardin, Hart, Jefferson, LaRue, Marion, Meade, Nelson, Taylor, and Washington Counties have borrowing and computer use privileges. 

Library Cards/Checkout Requirements

ECTC students, faculty and staff must provide library staff with their student or employee numbers in order to check out materials. 

Community patrons will be issued a library card after showing a valid photo ID. Identification numbers from the required photo IDs will be used in lieu of employee/student identification numbers. The following are acceptable forms of ID: 

  • Valid driver’s license
  • Valid state-issued identification
  • Passport

If a community patron has a current library card, but does not have it with them, they may show a valid photo ID in order to check out materials. Patrons are financially responsible for all resources checked out to their patron record. By checking out materials patrons agree to adhere by circulation policies, including the acceptance of responsibility for lost or damaged items. 


Students may check out up to 8 books for 21 days and 2 DVDs for 7 days. Course reserve materials vary in loan time and are typically in-library use only. Reference items and print periodicals do not circulate.

Faculty and staff may check out an unlimited number of books for 90 days and DVDs for 7 days. Faculty and staff may check out reference materials for three days and periodicals for two days.

Community patrons may check out up to 4 books for 14 days and 2 DVDs for 7 days. Reference items and print periodicals do not circulate.

Headphones and phone chargers are available for all patrons to use in the library.

Patrons with overdue materials may not check out additional circulating items except for items used in-house.

Materials may be returned to the library circulation desk or placed in the outside book drop located by the college-facing entrance. Renewals can be made in person, by phone, or online through the library catalog.

Individual library patrons must determine for themselves what materials are appropriate for personal viewing or checkout. The ECTC Library supports and defends the concepts of intellectual freedom as protected by the United States Constitution, the American Library Association’s (ALA) Library Bill of Rights, Freedom to Read statement and Freedom to View statement. Library circulation records are to remain confidential in keeping with the Right to Privacy Act and the ALA Code of Ethics.

Overdue and Lost Materials

ECTC Library does not charge daily overdue fines; however, if an item is overdue longer than 3 weeks, the item is designated as LOST and the patron will be charged a replacement cost. A hold will be placed on the student account at the Business Office and the student will not be able to register for classes or receive transcripts until the matter is resolved. If a lost item is returned, all fines are forgiven, holds removed, and borrowing privileges restored.

All patrons with checked-out items that are damaged or not returned must pay replacement costs at the Business Office. Student holds are removed at the time of payment. Community patrons will have circulation privileges restored upon notification from the Business Office. If a patron pays the replacement costs, but finds and returns the lost item(s) within one year of the payment date, the library will refund the cost through the Business Office. You must retain the original receipt of payment in order to receive a refund.

The library does not accept replacement copies of lost items, although exceptions can be made on a case-by-case basis with approval by the Director of Library Services.

Items lost due to extenuating circumstance (i.e. items lost due to fire, theft, flood, etc.) must be documented in the form of a police report or an insurance claim and provided to the Director of Library Services. Fee waivers for these items lost will be evaluated on a case by case basis.

Overdue & Fines and Fees notices are sent by mail and failure to receive notices does not exempt borrowers from responsibility for returning items on time or for replacement charges and account holds. 

Fine Appeal

If a patron feels they have received a bill in error, a Claims Returned form may be filled out and the appeal will be referred to the Director of Library Services for resolution. 

Interlibrary Loan

Interlibrary Loan services enable ECTC students, faculty and staff to obtain books, articles, and other material not available through the Library's on-campus or electronic collections. Interlibrary Loan services are available only to ECTC's students, faculty and staff.

All requests must be submitted through the online Interlibrary Loan Request Form. Patrons must fill out the required fields when making requests. Patrons should provide as much information about the requested material as possible; doing so will expedite the request process.

Upon receipt of an Interlibrary Loan request the ECTC library will search for another library willing to lend and send the physical item, or scan and send a copy. The materials will be sent to the ECTC library, not to the patron. Patrons will pick up and return loans at the Main Campus Circulation Desk. The entire process can take up to 2-3 weeks, sometimes longer, to receive the requested material.

To renew an item, email Renewals are granted by the lending library and due dates are set by the lending library. We will send an email to you with the new due date. 

The following ILL service limitations are in place:

  • Interlibrary loan services are not available to community patrons. Community patrons should contact their local public library. 
  • Patrons may request no more than 4 books per request
  • Patrons may not request current course textbooks
  • Patrons who are taking an online course from ECTC, but whose home institution is NOT ECTC, should contact the library at their home institution.