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OCLC Support

Loan Policy

Use this screen to set loan policies for your patrons.

Create or edit loan policies

  1. On the Loan Policy screen, click Create New, or click the Policy Name you want to edit.
  2. On the Create New or Edit Policy screen, fill in the fields in the order below:
    1. Policy Name: Name of the policy.
    2. Circulates?: Select if the policy requires an override when items are checked out. Settings are as follows:
      • This loan policy always allows for circulation: Override is not required.
      • This loan policy only allows circulation with an override: Override is required.
      • This loan policy never allows circulation: Staff will not have the option to override.
    3. Loan Period: Default loan period.
      • When the loan period is measured in days, weeks, or months, the due date will be set to the first day the library is open if the initially calculated due date would fall on a day your library is closed.
      • When the loan period is measured in minutes or hours, use the Pre-closing due date adjustment policy to determine due date if the initially calculated due date would fall at a time your library is closed.
      • Library hours are set on the Open Hours screen in the WorldCat registry section of the Service Configuration.
    4. Overdue Grace Period: Amount of time before fines are assessed for overdue items.
    5. Renew Period: Loan period for renewals.
      • Renew Period can be a different value than Loan Period.
      • If a Renew Period is not specified, the system will use the time set in Loan Period.
      • Select if the Renew Period occurs after:
        • The renew transaction
        • The original due date
    6. Automatic Renewal: Click Yes to turn on automatic renewals.
      • All items with this loan policy will be eligible for automatic renewal.
      • Automatic renewal will only apply to items once it is turned on, and the items are checked out or manually renewed. Items checked out before automatic renewal is turned on will need to be manually renewed or checked in and then checked back out for automatic renewal to apply.
      • Items are considered for automatic renewal on the day they are due.
      • It is recommended to set up an Overdue Grace Period for when items cannot be automatically renewed, so patrons have time to return the items without incurring fines.
      • It is recommended to modify the Overdue Notification Policy to explain that items have not automatically renewed because either the maximum number of renewals has been reached or other patrons need the items.
      • If the loan count limit has been reached, automatic renewal will not occur.
      • If the loan value has been reached, automatic renewal will not occur.
      • If the auto limit renew time is set for longer than the loan limit renew time, the loan limit renew time will apply.
      • Items are renewed if they are not needed to fulfill an outstanding hold request:
        Scenario Is the item automatically renewed?
        There are no current hold requests. Yes
        There is a hold request and another item is available to fulfill the request. Yes
        There is a hold request and no other items are available to fulfill the request. No. The item is considered overdue, and the overdue notice in the Overdue Notification Policy field is sent to the patron.
        There are multiple hold requests that cannot all be fulfilled by other available items. No. The item is considered overdue, and the overdue notice in the Overdue Notification Policy field is sent to the patron. 
    7. Automatic Renewal Limit: If you selected Yes in the Automatic Renewal field, enter the number of times items can be automatically renewed. If you do not want the field to apply, click the No Limit check box.
    8. Fixed Due Dates (25 character limit): Fixed due dates are set dates items are due at your institution. For example, the last date of the semester.
      • Fixed due dates have to be maintained on each loan policy.
      • You can enter multiple fixed due dates.
      • If a fixed due date has passed, it will no longer apply.
      • As the check out date gets closer to the fixed due date, the loan period will shorten to reflect the fixed due date.
    9. Loan Fixed Bill: Fixed amount applied to the patron's account when items are checked out. Create fixed bills on the Bill Structure screen.
    10. Renew Fixed Bill: Fixed amount applied to the patron's account when items are renewed. Create fixed bills on the Bill Structure screen.
    11. Overdue Fixed Bill: Fixed amount applied to the patron's account when overdue items are returned. Create fixed bills on the Bill Structure screen.
    12. Overdue Periodic Bill: Amount applied periodically to the patron's account when items checked out to the patron are overdue. Create periodic bills on the Bill Structure screen.
    13. Overdue Notification Policy: Select the overdue notification that will be sent to the patron. Create loan overdue notifications on the Notification Policy screen.
    14. Pre-closing due date adjustment policy: Select an interval to make items due at or before the library's closing hours.
      • This setting is only applicable if the loan period is measured in hours or minutes.
      • Selecting At Closing, or any 15 minute interval prior to closing, could result in a shortened loan period.
      • The default setting (System default) does not alter the due date to account for library closing time.
      • Library hours are set on the Open Hours screen in the WorldCat registry module.
    15. Recall period: Amount of time patron has to return a recalled item. When an item is recalled, the due date and long overdue date are recalculated.
    16. Recall Grace Period: Amount of time before fines are assessed for recalled items.
    17. Minimum Loan Period: Minimum guaranteed loan period. When an item is recalled, the recall due date will be adjusted so that the item is due after the minimum loan period.
    18. Recall Fixed Bill: Fixed amount applied to the patron's account when an item checked out to the patron is recalled. Create fixed bills on the Bill Structure screen.
    19. Recall Periodic Bill: Amount periodically applied to the patron's account when an item checked out to the patron is recalled. Create periodic bills on the Bill Structure screen.
    20. Recall Notification Policy: Select the recall notification that will be sent to the patron. Create recall notifications on the Notification Policy screen.
    21. Accrue bills When Closed?: Select to bill patrons when the library is closed. Library hours are set on the Open Hours screen in the WorldCat registry module.  This setting controls if grace periods consider your library closures.
    • If set to No, grace periods do not include time your library is closed.
    • If set to Yes, grace periods will include time your library is closed.
  3. Click Save.

Bulk Updates

Use this section to set whether you want to bill patrons when the library is closed for all policies.

Copy loan policies

  1. Click the Policy Name you want to copy.
  2. In the top right corner, click Copy. The copied policy appears.
  3. Enter a policy name and edit any additional fields.
  4. Click Save.

Delete loan policies

Loan policies can only be deleted if they have never been used. Loan policies are tied to historical and statistical data maintained by the system.

  1. Click the Policy Name you want to delete.
  2. In the top right corner, click Delete.
  3. On the Confirm window, click OK.

Related Policies

Loan Policy depends upon:

Loan Policy is used in:

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