Library Policies

Group Study Room Policy

Reynolds Libraries offer group study rooms for current students, faculty, and staff to work together on class projects, study, meet with tutors, or hold academic-related meetings. Rooms include Wi-Fi and whiteboards.

The Downtown Campus has 3 study rooms, and the Parham Road Campus has 8. Each room fits 4–6 people.

The following regulations are designed to provide fair access to the study rooms and to ensure responsible use:

Using a Study Room

• Rooms are available to currently enrolled students, faculty, and staff in good standing with the library.
• A physical photo ID is required to check out a room.
• Rooms are first come, first served (no reservations).
• Groups of 2 or more have priority over individuals. If a group needs the room, individuals may be asked to move unless they have approved accommodations from the Office of Student Accessibility.

Time Limits

• Use is limited to 2 hours per group per day.
• You may be able to extend your time if no one else is waiting.

Expectations

• Rooms are for academic use only.
• Keep the room clean and leave it in good condition.
• Report any broken equipment to library staff.
• Keep lights on, windows uncovered, and doors clear at all times.
• Vacate rooms at least 15 minutes before the library closes.
• If you leave the room unattended, it may be reassigned.

Behavior

• Be respectful and keep noise at an appropriate level.
• Disruptive behavior may result in being asked to leave.
• You are responsible for any damage to the room or equipment.

Library staff may ask users to leave if these guidelines are not followed and may contact campus police if needed.

Library Computer Use Policy

Who Can Use Library Computers

• Reynolds students, faculty, and staff must log in using their MyReynolds username and password.
• Community users may use computers for up to 2 hours per day and should ask staff for assistance logging in.

Acceptable Use
All users must follow Reynolds Policy 4-32 and the VCCS Information Technology Resources Acceptable Use policy.

General Guidelines

• Respect others’ privacy and keep noise at an appropriate level.
• Log out and close all programs when finished.
• Leave your workstation clean.
• Report any computer issues to library staff.

Library staff may monitor computer use at any time and are available to help with research and technology. Students are expected to complete their own work.

Users may NOT:

• Access, download, print, or store sexually explicit, violent, or discriminatory content unless it is approved for academic research.
• Modify or remove computer equipment or software.
• Use disruptive or destructive programs (such as viruses).
• Send unlawful, fraudulent, harassing, obscene, or threatening messages.
• Use college computers for commercial activity or personal financial gain.

Additional College Policies

• Children age 14 and under must be supervised at all times. Under Reynolds Policy 4-31, unattended children may be referred to Reynolds Police.
• Food and drinks are not allowed at computer stations, per Reynolds Policy 4-03.

Policy Enforcement
Failure to follow these policies may result in loss of computer access and possible disciplinary action.

Semester Laptop Loan Policy

We have a limited number of laptops available for semester-long loans. Check the Laptop Loan FAQs for full details and availability.

Short Term Laptop Loan Policy

Who Can Borrow

• Available to current Reynolds students in good standing with the library
• A Reynolds ID or valid photo ID is required

Borrowing Rules

• Laptops can be borrowed for up to 4 hours or until 30 minutes before closing (whichever comes first)
• One renewal is allowed if no one else is waiting
• Laptops cannot be checked out overnight
• Only one laptop may be checked out per person at a time

Using the Laptop

• You’ll need your MyReynolds username and password to log in
• Do not install software or apps on library devices
• Save your work to the cloud or a flash drive
• Printing is available through PaperCut

Returning the Laptop

• Return the device directly to library staff at the same campus where you borrowed it
• The laptop stays on your account until staff confirm all parts are returned and working

Your Responsibility

• You are responsible for the laptop and any accessories while it is checked out to you
• The library may refuse future checkouts if equipment is misused or returned late repeatedly

Fines & Replacement Costs

• Overdue fine: $1 per hour (or part of an hour) while the library is open
• At $15 in fines, the laptop is considered lost and you will be billed
• You may be charged full replacement costs for lost, damaged, or unreturned equipment

If charges are not resolved:

• A hold will be placed on your MyReynolds account
• You will not be able to register for classes, borrow library materials, request transcripts, or graduate
• Replacement charges are non-refundable after the semester ends

Acceptable Use
Use of library laptops and mobile devices must follow the Information Technology Student Acceptable Use Agreement in the College Catalog (Policies and Procedures section).

Circulation Policy (Borrowing Library Materials)

General Borrowing
Your Reynolds student, faculty, or staff ID allows you to borrow materials such as print books, audiobooks, and DVDs from Reynolds Libraries (15-item limit).

A physical photo ID is required to check out materials at either the Parham Road or Downtown Campus Libraries.

Community users may apply for a library card by presenting a valid photo ID and proof of permanent address (5-item limit).

You are responsible for all items checked out on your account.

Materials may be borrowed from either campus in person or requested through intra-campus loan. Items usually arrive within three business days and may be returned to any Reynolds Library.

Circulating Materials
The following items may be checked out:

• Print Books: 28-day loan, up to 2 renewals
• Audiobooks: 28-day loan, up to 2 renewals
• Popular DVDs: 1-week loan, up to 2 renewals
• Calculators: Overnight or 4-week loans depending on type
• Laptops: 4-hour or semester loans (see Laptop Loan FAQs)

Note: Items cannot be renewed if another user has placed a hold on them.

Reference Materials
Reference books (such as encyclopedias and directories) and periodicals (magazines, journals, newspapers) are for in-library use only and cannot be checked out.

Course Reserves
Instructors may place materials such as textbooks, articles, study guides, or other items on reserve for student use in the library.

Most reserve items have a 2-hour loan period. Students may check out up to 2 reserve items at a time.

Items are supplied by instructors or selected from library collections. Not all textbooks for Reynolds courses are available on reserve.

Instructors are responsible for ensuring copyright compliance. Materials must not violate copyright law, and the library reserves the right to refuse items that do not comply.

Reserve collections may vary by campus. Items at one campus may not be available at another. To check availability, search for Course Reserves in the library catalog.

Borrowing from Other Libraries

If an item is not available at Reynolds Libraries, current students, faculty, and staff may access materials through the following services:

Cooperative Borrowing Program (VIVA)
Reynolds participates in VIVA’s Cooperative Borrowing Program, allowing users to borrow materials directly from participating academic libraries.

A Reynolds ID is required. Borrowers must follow the lending library’s policies, including loan periods, fines, and replacement charges. Users may need to verify enrollment or employment through MyReynolds. Items must be returned directly to the lending library.

Interlibrary Loan (ILL)
Interlibrary loan (ILL) allows users to request materials from libraries nationwide using the online request form.

Email notifications are sent when requests are processed. Textbooks cannot be requested through ILL. Not all materials are available for loan. Delivery may take up to two weeks, so please plan ahead.

Overdue Materials Policy

Overdue materials or unpaid library fees will result in a block on your library account. When your account is blocked, you cannot check out materials, register for classes, or request transcripts. The block is removed once all items are returned and/or all fees are paid.

Lost or Damaged Materials

Items that are more than 30 days overdue are considered lost. A billing notice will be sent to the borrower.

Replacement charges are as follows:

• Books and audiobooks: $50 or replacement cost (whichever is higher)
• DVDs: $25 or replacement cost (whichever is higher)
• Graphic novels, urban fiction, juvenile, bestseller, and ESL items: $25 or replacement cost (whichever is higher)
• Laptops: replacement cost may exceed $1,000
• Library equipment: replacement cost varies depending on item type

Refunds for Returned Lost Items
If a lost item has been paid for but is later found and returned, a refund may be issued if:

• The item is undamaged
• It is returned within 6 months of the original due date
• The item has not already been replaced

Please note: The library does not accept replacement copies purchased by patrons in place of payment for lost items.

Interlibrary Loan Items
Replacement costs for lost or damaged Interlibrary Loan materials are determined by the lending library.

Unpaid Fees and Collections
Unpaid library fees will prevent students from registering for classes and obtaining official transcripts. In accordance with the Commonwealth of Virginia requirements, all outstanding debts must be pursued. Unpaid accounts may be sent to a collection agency, and additional collection fees may apply.

Print, Copy & Scan System

PaperCut is the library’s pay-for-print system that manages printing, photocopying, and scanning for students. When you send a document to print from a library computer, laptop, or mobile device, PaperCut tracks the job, shows you the cost, and lets you release the print job at any library printer/copier. You can also check your print balance, add money, and view your recent printing activity through your PaperCut account by logging in with your My Reynolds.

PaperCut charges a small per-page print fee based on the type of printing you choose.

Printing and Copying:

• Black and white prints cost $0.10 per page (per side)
• Color prints cost $0.30 per page (per side)

Scanning

• Scanning to email or USB is free through PaperCut. No charges will be deducted from your print balance.

For help using the library's print, copy, and scanning system, please visit the Print, Copy & Scan guide, which provides step-by-step instructions for each process. You can also ask a library staff member for assistance.

Quiet study is expected and enforced in all Reynolds campus libraries. Please help maintain a respectful learning environment by keeping noise and conversation to a minimum and respecting the privacy of others.

Cell phones should be set to silent mode before entering the library.

Library staff may ask users to reduce noise or stop disruptive behavior and may contact campus police if necessary to address serious disruptions.

As per Reynolds policy 4-03, eating and drinking are not permitted at library computers.

Reynolds Libraries welcome donations that support the Collection Development Policy. All donated materials become the property of the library and may be added to the collection or discarded at the discretion of library staff. Gifts are evaluated using the same selection criteria as purchased materials. The library also determines how donated items are classified, stored, and circulated.

Please contact the library before bringing donation materials. If you would like a written acknowledgment of your donation (including the number of items donated), you may complete a Donor Letter Form available at the Circulation Desk at either campus library. Please note that donors are responsible for any appraisal needed for tax purposes.