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Submitting Short Loans and 3 Day Loans Requests
Information for Academic Staff

Background Information

Books/AV items held in the Library Collection
Submitting Short Loans Lists

Journal articles and chapters of books
Processing time
Keeping the Collection Relevant
Short Loans Contacts Lecture Notes
Request Forms Staff Books

Background Information

Academic staff can request that items be included in the Short Loan collection, or in 3 day loan collections. This can be done by emailing a reading list, along with details of the course to which the items are to be attached, to: Shortloansmanager@newcastle.edu.au

If reading lists, personal copies of books, photocopies, or other materials are sent in hard copy format, they should be accompanied by the relevant Request Form. Please print the request form from the web, fill in all the required information and send it with the hard copy material to: Short Loan Processing Team, Auchmuty Library.

If you wish to visit us in person, the Short Loans Processing Team is located in the Auchmuty Library on the lower floor near Inter-Library Loans.

Items for both Auchmuty and Huxley Short Loans - which includes Law Reserve and Med Reserve, are processed centrally at Auchmuty - so requests should be sent to Auchmuty. The request should indicate which library the items are required for.

Items for the City Campus can be sent direct to the City Campus for processing, though the same cover sheet can be used if one is required.

The Ourimbah Library Short Loans service coordinates both University and TAFE short loans. The policies & procedures are the same as given on this website, however materials can be sent directly to the Ourimbah Library. The same cover sheet can be used if required. All requests and enquiries should be directed to the Short Loans Coordinator at Ourimbah, Ourimbah-ShortLoans@newcastle.edu.au or Phone: (02) 4348 4027.

Submitting Short Loans Lists

Please include the following course details when submitting lists of items for inclusion in the Short Loans Collection:

  • Lecturer's Name
  • Course Code
  • Number of Students
  • Contact number/email address
  • Correct bibliographic information

Lists should be submitted for only those items that are held in the library collection - please check NEWCAT, the Library Catalogue, first.

Information required before items can be placed in Short Loans:

  • Journal articles: *Journal Title, Volume, Issue Number, Year, Page Numbers

  • Book Chapters:*Book Title, Author/Editor (FULL NAME), Place of publication, Publisher,Year of Publication, Edition

  • Lecture notes: Week and lecture number, Lecture title, Date of lecture

  • 3 Day Loan: Call number, Title, Publisher, Edition, Year of Publication

  • Book/AV: Call number., Author/editor, Title, Publisher, Year of publication, Edition

Processing Time

Please be aware that articles take at least 48 hours to be processed from the time they are received. Up to a week may be required to retrieve books. These times are prolonged in peak periods, e.g. the beginning of semester.

Lecturers are urged to submit lists as early as possible. Short Loans processing staff are able to retrieve material from the main library collection much more readily in the vacation periods when not competing with students - it can take up to 4 weeks for items on loan to be returned. Ordered material can take a couple of months before it is received and ready for circulation.

Keeping the Collection Relevant

At the end of each year, lecturers will be asked to assess their current Short Loans lists and advise whether the material will be required for the following year.

Books and AV items held in the library collection

A full citation of the bibliographic information must be included, i.e. title, author (full name), place of publication, publisher and year of publication. Where possible please indicate the library call number.

  1. Hard copy lists of books must be accompanied by the relevant request form.

  2. There is usually a limit of no more than 3 copies of a title placed in Short Loans.

3 Day Loans:

Items can be made available for 3 day loan periods - these items are shelved amongst the general collection.

We encourage the use of this loan period, to help maintain the effective operation of the Short Loans Collection, and to ensure students have reasonable access to popular items without restricting borrowing to a 2 hour period.

To make items available for 3 day loan, submit a request list in the same manner as for the Short Loan collection, clearly indicating whether the items are for 3 day loan.

Lecturers may also bring any books they wish to add to the Short Loans Collection to the desk with a completed Short Loans Request Form (available from the Short Loans Desk or from the web).

Books not held in the library collection:

Book purchases should be directed to your department's Library Liaison Officer, indicating that the item is required for inclusion in the Short Loans Collection and the course for which it is required.

Lecture Notes:

Lecture notes consist of overheads, lectures, course notes and solutions. They should not include individual articles.

Lecture notes can be processed either in hard copy or digitally. Lecture notes in an MS Office format or Powerpoint files can be submitted electronically by emailing Shortloansmanager@newcastle.edu.au for the Callaghan Campus or Ourimbah-ShortLoans@newcastle.edu.au for the Ourimbah Campus. It will then be converted to pdf and added to your Short Loan list. We would prefer that an individual file should not exceed 50 pages.

Books of readings, reading kits, etc will be accepted, as long as they adhere to copyright regulations, but these will be processed only in hardcopy form.

Journal articles and chapters of books:

Journal articles and chapters of books are now being processed digitally instead of as photocopies.

Short Loans material which is in digital format can be accessed only by enrolled University of Newcastle borrowers. Patrons are required to enter their name, barcode and PIN, so the material is not accessible to general internet users.

Journal articles:

Journal articles which are held in full-text journal databases will be linked to your Short Loan list. In this case it is not necessary to provide a photocopy of the item, processing will be speedier if the full citations of the article is clearly stated - e.g. Name of journal, volume and issue number, year and number of pages, is provided. It is not necessary to identify the database where they are available.

Book chapters:

Book chapters, and other items for scanning, such as journal articles not held in full-text databases, will need to have photocopies submitted. These should be single sided copies, and as clear as possible, for instance, shadows from binding should not obscure text. Poor quality copies will be returned to the lecturer for replacement.

Photocopies of journal articles and book chapters submitted for scanning, should be accompanied by the relevant Request Form.

Articles not held in the library collection:

Article requests should be directed to the Interlibrary Services, indicating that the item is required for inclusion in the Short Loans Collection and the course for which it is required.

Photocopies must not breach copyright regulations. Any copy not containing full citation information or considered to be in breach of copyright will be excluded from the collection and returned to the supplying lecturer.

Copyright Considerations:

Processing of an item is conditional on its not breaching copyright legislation. In brief, the amount which can be photocopied, is 10% of a work (if it is in electronic form) or one chapter if it is divided into chapters. One article in an issue of a journal, or more than one if they both relate to the same subject matter, may also be copied. (The same limits apply in making an item available electronically, except that only 10% or one chapter from any work can be made available online at any one time by the university). The library's Short Loan facility acts as a central register of all digital copying within the university to ensure that these limits are not exceeded.

For further information on these regulations, please visit the University's Copyright Website.

Attaching to a Blackboard Course

Once digital items have been processed for Short Loans, they can then be linked by the lecturer to a Blackboard Course.

Instructions for completing this process are available on the web at: http://www.newcastle.edu.au/service/blackboard/staff/updateDocs/MANShortLoansOnline-07-06.pdf

Staff Books

Personal copies of books not held by the library can be included in the Short Loans Collection. These items may not be borrowed overnight by the students unless specifically requested by the Lecturer.
Responsibility cannot be taken for loss or damage to these items.

Request Forms

These are required only to accompany items sent to the library in hard copy form, such as photocopies for scanning. They are not required if you prefer to send your reading list by email.

Journal article/Book chapter

Lecture notes/Lecture audio

3 day loan

Book/AV

Short Loans Contacts

Auchmuty & Huxley Libraries - Margaret Galvin: (02) 4921 5829 Shortloansmanager@newcastle.edu.au

Ourimbah Library - Short Loans Coordinator: (02) 4348 4027 Ourimbah-ShortLoans@newcastle.edu.au

City Campus - Short Loans Coordinator: (02) 4921 8880