Shepard Library Department Policies

Access Services



Curriculum Materials Center (CMC)

Government Documents





Access Services Department Policies [ Top ]

Circulation Policy - Open Stacks (919-530-6426)

The following policies apply to library materials housed in the James E. Shepard Memorial Library (Circulation Department-open stacks). Policies may differ at other campus libraries and other departments within Shepard Library.

All NCCU students must use their current NCCU ID as their library card. Faculty and Staff must also use their NCCU ID as their library card. All other students must use their University ID from their home institution.

Library Hours            

Loan Periods

NCCU Undergraduate and Graduate Students: 30 Days
NCCU Faculty/Staff: 180 Days
TRLN & UNC Patrons: 30 Days (Students)
  180 Days (Faculty)
Interlibrary Loan: 30 Days
TRLN Interlibrary Loan: 90 Days
Early College High School Students: 2 Weeks
Friends of the James E. Shepard Memorial Library: 21 Days

Books may be renewed if not on hold for another patron or needed by the Reserve Department. Books may be renewed by using the public online catalog, in person or by calling the Circulation Department (919-530-6426). A patron renewing an overdue book will be held responsible for the overdue fee. Overdue books cannot be renewed online.

Returning Books

During library hours all books should be returned to the inside book drop at the Shepard Circulation Desk. After hours or on days the library is closed, return all books to the book drops on either side of the Library entrance. These book drops are emptied daily. Patrons are held accountable when overdue fines are created by returning books to the wrong location.

Overdue Items

Fines: $.25 per day per item (this includes weekends and holidays), with a maximum of $10.00 per item. There is a four-day grace period; charges begin on the fifth day.

Overdue notices are emailed to remind patrons to return items as soon as possible. When patrons receive these notices, items listed are already overdue and subject to fines.

Replacement Charges for Lost Items

Borrowers will be fined for lost and/or damaged books. Books are automatically declared lost when they are 21 days past due. Materials returned after being declared lost will be assessed the maximum fine of $10.00.

Replacement fee for All books: $100.00 per book
Processing fee for All books: $25.00 per book
Maximum Lost/Damaged Book fee: $125.00 per book

All Circulation Fines/Fees questions should be directed to 919-530-6426.

Non-Circulating Materials

Several items in the library do not circulate and may not be used outside the library. These include:

  1. Reference materials located in the Reference and Treasury Room collections.
  2. Material marked as Reserve Room Use Only, and/or In Library Use Only.
  3. All bound and unbound journals and magazines.        

Reserve Policy - Course Reserve (919-530-6482)

The following policies apply to library materials housed in the James E. Memorial Library Reserve Department. Policies may differ at other campus libraries. Located on the second floor, the Reserve Collection consists of volumes selected from the general book collection by faculty members for limited loans. These books, which are in heavy demand, are required readings. A large collection of personal copies and articles are added to the reserve shelves by faculty members to ensure sufficient reading materials for students.

Some other materials that can be found in the reserve department are: educational and popular movies on DVD, VHS and educational software CDs, UNC administrative manuals and handbooks, NCCU Residence Policy Manual, UNC Affirmative Action Plan, and current popular magazines. There are also televisions that can be used to watch DVD and VHS movies in-house for 2 to 4 hours.

All reserve items (magazines, instructor’s personal copies, photocopies of articles, and books) can only be used if the student has a NCCU ID card.

Library Hours      

Reserve Books

  1. Reserve books (instructor copies) may be used in the library for two hours to four hours.
  2. Reserve books (library copies) may be borrowed for overnight use; one-day, three-day or one week use if the library owns more than one copy of the book. If there is only one copy of a library held reserve book, it can only be used in-house. These books may be renewed once, unless it is an item in high demand.

Reserve Articles (Photocopies)

All reserve articles are for in-house use only, and can be borrowed for a maximum of two hours to four hours.

Popular Periodicals

  1. All popular magazines are for in-house use only.
  2. Popular magazines are discarded when the microfiche for these titles arrives in the Serials Department.

Loan Periods

In House Use Only: Two Hours Library Use Only! or Four Hours Library Use Only! Closed stack reserve materials are checked out for a either a two (2) or four (4) hours loan periods, with one renewal if the item is not in demand.

Overnight Reserve: These materials may be borrowed for twenty-four (24) hours only. And must be returned one hour after the library opens the next business day.

One-Day Reserve: These materials may be borrowed for one (1) day only.

Three-Day Reserve: These materials may be borrowed for three (3) days only.

One-Week Reserve: These books may be borrowed for seven (7) days only.


             Students: 24 hours loan – limit 2 (non-renewable).             

             Faculty/Staff/Administrators: One week loan – limit 4


             Students: 24 hours loan – limit 2

             Faculty/Staff/Administrators: One week loan – limit 2


             Students: One week loan – limit 2

             Faculty/Staff/Administrators: 30 days loan – limit 2


The Reserve Department follows the same fine procedures as the Circulation Department:

  • Photocopies materials: $.50 per hour for the first hour or portion thereof overdue; $.50 per hour or portion thereof for each additional hour. No grace period. If lost or damaged, patron will be charged for the cost of reprinting.
  • Personal Copies: $1.00 per hour for the first hour or portion thereof overdue; $1.00 per hour or portion thereof for each additional hour. No grace period. If lost or damaged, patron will be charged the cost of the book plus replacement cost.
  • Overnight, One-Day, Three-Day, One-Week Loans: $8.00 for the first day overdue; $8.00 per day for each additional day. No grace period. If lost or damaged, patron will be charged cost of book, DVD, VHS, or CD plus replacement cost.

Overdue lists are sent to the Circulation Department to report those students who are late in returning reserve materials. When materials are returned, an adjustment notice is sent to the student billing office to reduce the fine to a late fee.

Library Equipment Agreement Policy

Lost Fees

Replacement for all books : $100.00 per book

Processing fee for all books: $25.00 per book

Maximum Lost/Damaged Book fee: $125.00 per book

Replacement for all DVD, VHS, and CD: $125.00 per item

Processing fee for all DVD, VHS, and CD: $25.00 per item

Maximum Lost/Damaged DVD, VHS and CD fee: $150.00 per item

Fees for lost personal copies belonging to instructors will be assessed at the value recommend by the instructor.

Materials returned after being declared lost will be assessed maximum overdue fine of $25.00. It is recommended that all materials be returned to the Reserve desk to avoid delinquency problems.

User Limits

In House Use Only, 2 Hour loans and 4 Hour loans: One item per user at a time for reading purpose. Up to 4 items at one time for photocopying purposes.

Overnight, One Day, Three Day, One-Week Loans: Four items total with a maximum of 2 items per loan period per user at one time.

DVD, VHS, CD Loans: Two items per user at a time for One-day loan period.

Returning Books and Other Materials

During normal library hours, all books and materials should be returned to the Reserve desk. After hours or on days the library is closed, return all books and materials to the bookdrops on either side of the Main entrance. These bookdrops are emptied daily. Patrons are accountable when overdue fines are created by returning books and materials to the wrong location.

DOCUTEK Electronic Reserves (ERes)

Docutek ERes (ERes) is a Web-based and easy to use Electronic Reserves system. Using Docutek ERes, Shepard library offers its students, faculty and staff round the clock access to reserve materials online.

Faculty may place articles, outlines, and syllabi on Electronic Reserves. Once these materials are placed on ERes, students can access the materials from any computer either on or off campus.

Faculty, if you have any materials that you would like to place on ERes, please contact the Reserves/Circulation Department at 530-6482 or 530-6426.

Students, if you would like your instructor(s) to place their articles, outlines, etc. on ERes, please have them contact the Reserve/Circulation Department to make arrangements.                                                 

Acquisitions Department Policies [ Top ]

The Acquisitions Department of James E. Shepard Memorial Library is responsible for acquiring print and non-print materials for the library.

The Acquisitions Department acknowledges all the materials purchased for the library will support the mission of the university, needs of specific courses, or issues important to the education of the students at North Carolina Central University.

Book Budget

Department book budget amounts are determined by the Director of Library Services. Materials/books will be ordered until all departmental budget funds are expended.

Funds may be used for the purchase of print, non-print, electronic databases and videos, etc. However, it is the policy of the library to use book budget funds primarily for the purchase of books. This is to ensure that the library is providing the best selection of current information in print.

Request Forms

Request forms are accepted from library liaison, faculty, staff, and students to acquire materials in varied formats. Recommendations from the faculty have a top priority in the selection of materials in their disciplines. Staff and student suggested resources must support the curriculum and the collection development policy. All request forms are given to the Acquisitions Department for consideration.

When there is a choice between paper bound and cloth bound editions, acquisitions will order the cloth bound. Prior to an order being placed, the library will explore return polices with the distributor. All materials/books will be processed as received and original request forms will be sent back to the department that initiated the request.


Ordering new periodicals is the responsibility of the Serials Librarian. A new periodical should not duplicate an item that is currently available in James E. Shepard Memorial Library either in print or online.

The library staff and each department will evaluate all continuations on a periodic basis to determine the appropriateness, currency, and the value of each title to the overall collection development policies of the library.

Reference Materials

Ordering reference materials is the responsibility of the Reference Library. This recommendation may be based on professional judgment and/or in consultation with faculty.


It is the policy of James E. Shepard Memorial Library to gratefully accept donations of materials as long as the donor understands that the library professional staff reserves the right to determine the usefulness of each item to our collection. The library staff might add the books to the collection if desirable or discard them, as they deem appropriate.

The library does not establish a value for items donated. The donor, in consultation with his/her tax advisor or lawyer, must establish a value for income purposes.

Our policy is to acknowledge receipt of gifts without establishing a value for items donated. It is our policy to send a gift thank you letter.

Cataloging Department Policies [ Top ]

The Cataloging Department of James E. Shepard Memorial Library is responsible for cataloging, classifying, and describing the library’s collection following internationally accepted cataloging standards.

The Cataloging Department acknowledges the importance of the correct and accurate bibliographic representation of the materials housed in its library in order to provide accessibility to the materials in the library’s collections. In support of the University Libraries mission, vision, and values the Cataloging Department provides effective and accurate tools, which assist the patrons in locating information resources through the Online Pubic Access Catalog (OPAC). These information resources are organized, maintained, and processed by the Cataloging Department in a timely manner. Cataloging Department policies are as follows:

  1. The library uses the Library of Congress Classification and Library of Congress Subject Headings to provide a systematic organization.
  2. Cataloging practices conform to United Stated Machine Readable Cataloging (USMARC) format for bibliographic data and Anglo-America Cataloging Rules 2 nd edition (AACR2) for cataloging Description.
  3. Design, implement, and coordinate an ongoing training program for department members and provide appropriate instruction for other libraries’ employees.
  4. Catalogers will do complete descriptive cataloging for items not found in the online database. The appropriate online cataloging format manual will be used for additional information when needed. Original cataloged materials will be added to the Online Computer Library Center (OCLC) Online Union Catalog. OCLC online record(s) will be used to provide the MARC record input for the local automated online public access catalog.
  5. The cataloger shall use available cataloging copy through the OCLC Online Union Catalog, whenever possible, instead of creating original cataloging.
  6. The library shall maintain an automated catalog to provide access to the library’s collection.

Documentation List

The Cataloging Department shall use the most current editions of the following in order to achieve and maintain quality cataloging standards.

1. Anglo-American Cataloging Rules.

2. OCLC based online HELP file(s) or OCLC Manuals:

a. Cataloging: User Manual

b. Books Format

c. Sound Recordings Format

d. Serials Format

e. Audiovisual Media Format

f. Maps Format

g. Manuscripts Format

h. Bibliographic Input Standards

i. Name-Authority: User Manual

j. Country of Publication Codes

k. Geographic Area Code

l. OCLC Participating Institutions arranged by OCLC and NUC

m. Symbol, Network and Institution

n. OCLC Basic: An introduction to Searching and Terminal Use

3. LC Classification Schedules

4. Library of Congress Subject Headings

5. ALA Filing Rules

6. Library of Congress Rule Interpretations

7. OCLC Technical Bulletins

Priority of Cataloging

New materials shall be cataloged first. It is assumed that these items, having been recommended and selected by faculty, are in greatest demand and most significant in improving the overall quality of the library’s collection.

Gift materials, when they represent the addition of new titles or later editions of previously held titles, will be cataloged as the volume of new materials permit.

Audiovisual/Media Materials

It is the policy of this library that all cataloging of audiovisual and/or other media materials be of standard and quality consistent with the cataloging of printed library materials. The cataloging of audiovisual and/or other media materials will be fully integrated into the automated public catalog of the library. A Media Shelf List is kept within the library’s Shelf List Catalog. All audiovisual and/or media materials will be cataloged by the Cataloging Department .

Reference Materials

Materials will be cataloged as reference collection items upon recommendation of the Reference Librarian or the head of the Cataloging Department. This recommendation may be based on professional judgment and/or in consultation with faculty.

Continuations/Standing orders which have been previously classified as reference will continue to be classified as such unless a change is requested by the reference librarian.

Archives and Special Collections

Special collections will include books or other materials, which are unique due to their age, rarity, value, condition, or historical importance. Additions to special collections shall be made based on the decision of the Director of Library Services with input from other staff members. All formats will be included .


Statistics will be maintained on all materials processed. Statistics are compiled monthly.

Curriculum Materials center (CMC) Policies [ Top ]

Location and Hours

CMC is located in H.M. Michaux, Jr. School of Education, Room 1024 on the 1st Floor.

Hours of operation are Monday through Friday from 8 a.m. to 5 p.m. CMC is closed on all University holidays.

Circulation Policies:

Library Cards

All NCCU faculty, students and staff must use their valid NCCU ID as their library card. Faculty and students from other TRLN institutions must use valid IDs from those institutions. Faculty and students from other UNC institutions may also borrow materials using their institution’s valid IDs. North Carolina teachers or general citizens may use CMC materials within the library but may not borrow them.

Loan Policy

Borrower Category Print Materials Non-Print Materials
NCCU students 30 days 7 day with 1 renewal
NCCU faculty or staff 30 days 15 days with 1 renewal
TRLN/UNC faculty or students 15 days with no renewal None

Material Limits

Limits are placed on the maximum number of items, per format, that borrowers may check out at one time.

Item Categories Number of Items Borrowed
General books 10 (borrowed for 30 days)
Textbooks 2 (borrowed for 3 days only)
Videotapes, DVDs, audiocassettes, CDs 2 (borrowed for a week)
Games/Realia, Kits 1 (borrowed for a week)

Non-Circulating Materials

The following categories of materials may not be borrowed and may only be used within CMC:

1. Computer software

2. North Carolina Curriculum Handbooks/Materials designated for Library Use Only

Overdue Items

When patrons receive overdue notices, materials listed are already overdue and subject to fines. The date due for CMC materials is stamped on the material at the time of borrowing.

Grace period: All materials except videotapes have a four-day grace period for all patrons. Videotapes are due on or before their given due date and have no grace period for fines.

Minimum daily fine for print materials: $0.25 per day per title
Minimum daily fine for non-print materials: $1.00 per day per item
Maximum overdue fine: $10.00 per item

Replacement Charges

Patrons borrowing CMC materials will be fined for their loss and/or damages. Books are automatically declared lost 35 days past their due date.

Replacement fee for hardback book $55.00 per book
Replacement fee for paperback book $35.00 per book
Processing fee $15.00 per item
Maximum lost/damaged book fee $55.00 per item

Replacement charges for non-print materials = cost of the item, plus the processing fee.

Recalls and Holds

All circulating materials are subject to recall for other patrons and for faculty members who need to place items on reserve. Reserve requests are recalled immediately.


Borrowed books may be renewed, provided they are not recalled by another patron or needed to be placed on reserve in CMC. Renewals can be done in person, by telephone by calling 919-530-6383, or by email to the CMC Assistant/Librarian. A patron renewing an overdue book will be charged and held responsible for the overdue fee. Videotapes, CDs, and DVDs cannot be renewed.

Returning Materials

During normal operating hours, all borrowed materials must be returned to the front desk in CMC Room 1024. Books may be dropped after hours, on holidays, or on the weekends in the drop box located at the front entrance of the School of Education. Non-print materials such as films, CDs, DVDs, and kits should be returned directly to CMC. Any damage to CMC materials will be subject to replacement fees.

Patrons are responsible for returning all CMC materials on or before the due date. Returning materials to the wrong location can create an overdue fine and the patron will be accountable. CMC Materials should not be returned at Shepard Library.

Putting Non-Book Materials on Reserve

NCCU faculty is asked to send CMC their lists of required and supplementary non-book reserve materials one week prior to the start of any semester. CMC further requests that faculty observe the following:

1. Materials are put on reserve prior to making class assignments by completing a form designated for the purpose.

2. In order to abide by copyright laws, CMC will not place on reserve any copies of videocassettes or other non-print materials which faculty may have made from originals.

3. CMC can place on reserve any non-print materials in its collection. Original materials owned by faculty can also be placed on reserve, with the understanding that CMC takes no responsibility for any damage or loss which may result by use.

4. Faculty needs to make a decision about the loan period for non-print reserve items. For example, should the designated materials be used within CMC for a set period or hours or could they be checked out overnight. CMC materials designated as “For Use in Library Only” will not be borrowed.

5. All materials put on reserve for a particular semester are to be removed from reserve at the end of that same semester.

6. Students must be made aware of CMC’s normal operating hours. They may view films or use other non-print reserve items during those normal operating hours. Group viewing should be scheduled ahead of time by reserving the CMC Area 3.

7. Due to space constraints within CMC, no more than 10 students can view a video at one time.

Video/DVD Film Reservations for Classroom Showing

NCCU Faculty may reserve videocassettes, DVDs, and CDs for classroom showing. Reservations must be made a week prior to classroom showing and must be returned promptly to the CMC after their use.

Interlibrary Loan Services

Through the CMC , NCCU faculty, graduate students and staff can borrow videocassettes /DVDs from other TRLN libraries after filling out an appropriate form and submitting it to the CMC Director. NCCU patrons wishing to borrow books from other libraries can do so through Shepard Library’s Interlibrary Loan services based in the Reference Department.

Lamination Services

University faculty, staff and students may have class-related materials laminated with no charge. Forms for lamination services should be completed and submitted to CMC at least a day prior to their need for the materials. CMC staff performs the lamination themselves and contacts patrons when materials are ready.

CMC Equipment Use

The CMC houses a variety of equipment – four computers, one laptop, one LCD projector, two digital cameras, one overhead projector, one slide projector, one audiocassette and CD player/recorder, TV/VCR combination on wheeled cart, one TV/VCR as wall unit in the CMC area3, DVD player, laminating machine, paper cutter, and more. All such equipment is for in-house use only. The equipment is intended for academic purposes. Any patron’s personal videocassettes, DVD or recordings may not be played on the CMC equipment.

Government Documents Center Policies [ Top ]

Circulation Policy

The Government Documents Center does not circulate its materials. Special exceptions to this policy may be made with the permission of the Government Documents Center personnel or the Director of Library Services.


Hours of operation are Monday through Thursday, 8 AM to 1 AM Friday hours are 8 AM to 5 PM. The Center is closed on weekends (Saturday and Sunday). If students need a particular document, please see the Documents personnel before 5 PM Monday thru Friday to make arrangements for the weekend. Otherwise they may return on Monday morning for assistance.

In the absence of Documents personnel, students may receive help from the Reference Department. Any materials used must be returned to the Government Documents Center.

Study Group/Class Meeting

The Documents Center is available for study group/class meetings Monday through Thursday from 8 AM to 1 AM and Friday from 8 AM to 5 PM. No weekend hours are available (Saturday and Sunday).

Computer Access

The Government Documents Center has two workstations available for student use. Each computer has Internet access capabilities and Microsoft Word. One printer is available for printing and students may download files to their flash drives. There is no access to the computers on weekends (Saturday and Sunday).

Electronic Resources Policies

For additional information, visit the Government Information at the “Other Resources” section of the Shepard Library web page.

Music Library Policies [ Top ]

North Carolina Central University students, faculty, administration officials, and staff must have a valid NCCU identification card to borrow circulating materials. Members of the Triangle Research Library Network (TRLN) must present their home institution identification card to borrow resources.

Location and hours

The Music Library is located on the third floor, Room 301, in the Edwards Music Hall. The library’s hours of operations are Monday through Friday 8 AM to 5 PM.

Music Library Loan Periods








Non-Music Faculty & Staff







30 days

180 days

180 days

180 days

30 days


30 days

180 days

30 days

30 days

30 days

Miniature Scores

7 days

180 days

7 days

7 days

7 days

Compact Discs

3 days

180 days

7 days

7 days

In-house only


3 days

180 days

7 days

7 days

In-house only

Video Recordings

3 days

180 days

7 days

7 days

In-house only

Digital Video Discs

3 days

180 days

7 days

7 days

In-house only

Long Playing Records

3 days

180 days

7 days

7 days

In-house only

Compact Discs -

Read Only Memory

3 days

180 days

7 days

7 days

In-house only


2 hours
In-house only







2 hours

In-house only


In-house only



By arrangement



In-house only

Only 2 audio-visual resources can be borrowed at the same time.

Recalls and Renewals

All material is subject to recall for other users and course reserves. Patrons who need an item that is borrowed can put a hold on that item at the circulation desk. The library will notify the patron when that item is returned and it will be held at the circulation desk for 3 days. Material may be renewed via phone or at the circulation desk if it is not on hold for another patron or course reserves.

Overdue Fines and Replacement Fees

A $.25 fine per day per book/score is charged to a maximum fine of $10.00 per book/score.  The fine for audiovisual items is $1.00 per item per day.  Material not returned within 15 days after the due date is assumed lost.  Patrons will be billed a replacement fee and a non-refundable $25.00 processing fee.

If the actual replacement cost for an item exceeds the established replacement fee the fine will be the replacement cost plus the $25 processing fee.

Replacement fees Price
Book $100.00
Score $50.00
Compact Disc $100.00
Video $125.00
Digital Video Disc $125.00
Cassette $30.00
Compact Discs-Ready Only Memory $100.00
Long Playing Records $100.00

All library fines and charges must be paid at the Bursar’s Office. The library does not accept payment for library fines and charges.


Reserve resources are maintained in closed stacks for usage for a designated period of time. A valid identification card is required to borrow material. Reserve material does not circulate and is for in-house use only.

Reference Department Policies [ Top ]

Loan Policies

The Reference collection is designed to provide information and referral to other collections of the library.  The function of the department is to enable library users to make the most effective use of the library’s resources.

The Reference collection contains encyclopedias, dictionaries, atlases, handbooks, bibliographies, indexes, and many other resources, in open and closed stacks.  These resources do not circulate outside the library. 

NCCU faculty members may borrow open stack reference materials for (1) week, with the option for a one (1) week renewal period, depending on the demand for the title.

All visitors can use reference materials within the Reference area, but they are not allowed to borrow materials.

Theses Collection

The Reference Department also maintains a collection of all theses completed at North Carolina Central University.  This collection does not circulate outside the library.  Currently enrolled undergraduate and graduate students with NCCU ID cards may borrow a maximum of two theses for two hours, with a one hour renewal, providing it has not been requested by another student/patron.  These items must be used in the reference reading area.  Theses not returned within the allotted time frame are subject to a $1.00 per hour charge until the thesis is returned.  Damaged or lost theses (theses not returned) will be charged a $400.00 fee charge, plus a $25.00 processing fee.  This $425.00 fee will be applied to the student account.

Students are required to provide a NCCU ID, and banner number when borrowing theses.

Archive Collection

The Reference Department is also responsible for the Library’s Archive Collection.  This collection primarily deals with African-Americans in North America, the West Indies, and South America.  The books in the Treasure Room (Archives) are cataloged according to the Library of Congress Classification System and are indicated by the letter “T” in the call number in the online catalog.  Treasure Room books do not circulate outside the library.

Student Fines

A thesis not returned   within the allotted loan period (2 hours, with a 1 hour grace period), will incur a charge of $1.00 per hour fine until the thesis is returned.  A lost or damaged thesis will be charged a $400.00 lost fee charge with a $25.00 processing fee.  Fines will be tabulated until the overdue item is returned to the Reference Desk.

Copyright Law

The James E. Shepard Memorial Library acts in accordance with the Copyright Law.

Information Literacy

The Information Literacy Librarian is part of the Reference Department.  Upon the request of an instructor, the Information Literacy Librarian will conduct individual classes on general library resources or on sources available in specific subject fields.  The sessions are tailored to meet the needs of each class as outlined by the professor requesting this service.  In order to ensure adequate preparation, a two week notice must be provided.

The Information Literacy Librarian also offers assistance to students working on research papers and projects.  If assistance is needed, call, email, or stop by the Information Literacy Office, Room 229, located behind the Reference Desk on the 2nd floor of Shepard Library.  The Information Literacy Librarian assists students in finding books and other materials using the NCCU Online Catalog, electronic databases, print indexes and abstracts, and other resources.

Business students should contact the Business Reference Liaison for research help.

Interlibrary Loan

Borrowing Policies

Making Requests

ILL services are provided to all NCCU faculty, students and staff with current enrollment or employment. All interlibrary loan requests must be submitted electronically from the Library’s Web site. This form allows staff to electronically transfer the needed information to the lending libraries, which cuts processing time and minimizes errors. Telephone or e-mail requests are not accepted.

Requirements for ILL Requests :

  • Complete and accurate bibliographic description of the requested material.
  • Abbreviations are discouraged
  • Patrons must provide a valid NCCU e-mail address.
  • Upon submitting the request, the patron is indicating that he/she has read and understood the copyright compliance statement.


Shepard Library provides ILL services to students, faculty, and staff at no charge, unless the lending library invokes a charge. In such cases, the patron will be contacted before proceeding with the ILL request. Charges are payable on receipt of the material whether or not the material is no longer needed.

Turnaround Time

ILL requests are processed as quickly as possible. It is the goal of the ILL staff to place a request within 24 hours after submission, but this may not be possible during high volume periods of the academic year. ILL materials can take 2-3 weeks to arrive.

Arrival Notification/Pickup

Copies of articles will be delivered electronically whenever possible. Patrons will be notified by e-mail when items arrive. No telephone notifications will be provided.

If materials are not claimed within 10 days of the first notification, ILL staff will attempt to contact the requester again by e-mail. It is the patron’s responsibility to activate their NCCU account and to note for arrival information, as well as provide a current mailing address. If the item is not picked up on time, the patron has lost that time with the item. Since renewals are at the lending institution’s discretion, a renewal cannot be guaranteed.


All correspondences concerning interlibrary loan requests will be sent through NCCU e-mail accounts. Students, faculty and staff requesting interlibrary loan materials must have a valid NCCU e-mail account. Students can activate this account through IT Services.


Physical items (books, videos, etc.) must be picked up at the Reference desk. Patrons must present their NCCU ID when picking up materials. Journal articles will be delivered electronically to the patron’s e-mail address.


A $1.00 per day (no maximum) fine is charged for overdue materials. Materials that have been recalled because they are overdue will be charged $5.00 per day (no maximum) fee. These provisions are applicable to all individuals using interlibrary loan services.

Lost/Damaged Books: students and faculty are charged the replacement cost for lost or damaged materials. The replacement cost is determined by the lending library.


Renewals can be requested through the patron’s online interlibrary loan account. Renewal requests must be submitted no later than the day before the due date. If a renewal is requested, fines are not levied against the material until a response is received from the lending library. If the renewal is requested after the due date of an item, fines will be charged from the due date until the date the renewal was requested.

Unclaimed Materials

If an item is unclaimed and/or cannot be delivered due to the patron providing an incorrect mailing address, unclaimed materials will be returned to the lending library.

Unacceptable Requests

The following materials cannot be requested through interlibrary loan:

  • Incomplete or incorrect citations
  • Textbooks assigned to NCCU courses
  • Materials owned by Shepard Library, unless declared lost or borrowed
  • Material needed for reserve use (copyright violation)
  • Requests that do not comply with the Copyright Law and its guidelines

Lending Policies

Processing/ Loan Period

Ill loan requests are processed on the day received. Photocopies require approximately 2 days to process. The loan period for borrowing books is 3 months (90 days).

Materials Not Available for Loan

  • Rare or valuable materials, including manuscripts
  • Archive materials/Treasure Room book and documents
  • Non-circulating materials such as reference books, periodicals and audiovisual materials
  • DVDs, CDs or VHs materials


Shepard Library doesn’t charge for copies (up to a maximum of 50 pages). If more than 50 pages, Shepard Library reserves the right to make alternate lending arrangements or deny the request.

Delivery Method

Physical items such as books are sent through US Mail to the borrowing library. Electronic delivery is preferred for journal article copies. When necessary articles can be mailed or faxed.

Overdue/Lost Books

Overdue notices are sent within 30 and 60 days of due date. If the item has not been returned within 90 days it will be assumed lost and the borrowing institution will be charged a replacement fee. Replacement fees can be paid by money orders.

Copyright Compliance

All interlibrary loan functions shall be in compliance with the Copyright law and its guidelines. In order to accomplish this compliance, the library will adhere to the copyright guidelines with regard to to CCG and CCL. The requesting library shall indicate their compliance with CCG or CCL.

Reciprocal Agreements

As an integral part of the interlibrary loan system, Shepard Library has a reciprocal agreement with other libraries. These agreements are designed to complement our collection and to help accommodate patron needs efficiently and cost effectively.

Serials Department Policies [ Top ]

The Serials Department provides resources that support the academic disciplines taught at North Carolina Central University.


The serial collection is composed of print and electronic resources. These resources consist of abstracts, indexes, journals, newspapers and microform materials. Current journals are located on the 2nd floor in the Serials Department. Bound journals are located on the 3rd floor of the library’s annex. All journals are shelved alphabetically by title. These resources do not circulate outside the library.

Faculty Loan Period

NCCU faculty may borrow journals for two weeks depending on the demand for the journal.


Three microfilm/fiche printers are located in the Serials area for copying. Copies are $.10 per page, and machines use dimes only. A photo copying machine is available in the Reference area to make photo copies; copies are $.10 per page.

Systems Department Policies [ Top ]

The Systems Librarian coordinates the development, implementation, and management of Integrated Library System (ILS) in the five academic libraries (Shepard Library, Law Library, Music Library, Curriculum Materials Center, and SLIS Library) of North Carolina Central University.

The Systems Librarian also consults with the NCCU ITS and telecommunications technical staff in order to facilitate linkages between NCCU libraries and NCCUNET. The librarian provides technical support in electronic resources for the Shepard Library.

ILS Accounts

The Systems Librarian creates and maintains all ILS user accounts for the five NCCU libraries.

Emergency Contacts

In the absence of the Systems Librarian, please contact Ms. Vickie Spencer in case there are problems with the ILS.

Monthly Statistics

Usage statistics reports are generated for the Shepard Library Web site and electronic databases.

Occasionally Integrated Library System reports/bibliographies are generated on the requests from individual staff members of these five libraries.

Patron Records Load

At the beginning of each semester, the Student Systems Manager in Administrative Technology generates a student file, which is loaded to the ILS patron database.

Library’s Website  

The Systems Librarian serves as Webmaster for the Shepard Library’s Website. Each department is responsible for the contents relevant to the department and to provide updates in electronic format.  

Banner Accounts

The Banner INB Fund-Org and Eagle's Purch Access Form will need to be completed to request a Banner account. Have the form signed by Director of Library Services. Submit the completed form to the Purchasing Office that is located in Room 305 of the Dr. James E. Shepard Administration Building. Once the account has been created, the ITS Trainer notifies the user to set up a time for training and issue the username and the assigned temporary password.

E-mail System

NCCU's faculty, staff and students use the Microsoft Exchange e-mail system. A new account can be established by calling ITS Help Desk at 919-530-7676. The Microsoft Exchange e-mail system can be accessed via any computer network, both on and off campus. The address to access the email for faculty/staff is The address to access the email for students is

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This page was last updated: August 12, 2020

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