Community Borrowing Guide

Category Period/Number Explanation
Number of items Maximum of 30 Calculated across all branch libraries
Standard loan 28 day Unless requested by another borrower
Short loan No  
Photocopy loan No  
Journal loan No  
Equipment & key loan No  
Renewing your loans 3 times per item Standard loans only
Place a hold

Max. 5 (1 copy only per title)

Journal articles from UQ warehouse collections can be requested at the loans desk of any branch library

Additional requests will be cancelled
Who may apply? Higher degree proposals; deferring postgraduates; students enrolled in non-accredited course; retired staff; Alumni Friends of The University of Queensland Inc.; visiting academics; reciprocal borrowers; general public
Your responsibilities Check email and "My record" regularly; return or renew by due date; penalties for non-compliance
How to borrow Use your library card at Autoloan or Loans Desk
Library notices All are sent to your email account
Recalls of standard loans If required by another borrower
Items not on shelf Check status in the catalogue, then sorting shelves; see Loans staff
Returning loans Return to branch library from which it was borrowed
Overdue loans & penalties Overdue penalty system ensures fair access for all users
Clearing your suspension Return all overdue items; reduce total charges to less than $20.00
Payment options Online
Lost or damaged items Tell Library staff as soon as possible; you may be charged for a replacement fee
Extenuating circumstances Tell Library staff as soon as possible



Who may apply?

Category Explanation
Higher degree candidates; deferring postgraduates
UQ students enrolled in not-accredited courses
  • Includes the Community Access Program
  • The cost is $11 per week for the duration of the course
  • Complete the application form
Retired UQ staff
  • Must have ceased paid work as an employee, contractor or consultant
  • Includes professors emeritus, as well as other retired staff who have worked at UQ for at least 10 consecutive years
  • Membership is free, but needs to be renewed annually
  • Complete the application form and submit to any branch library
Visiting academics attached to a UQ School/Centre (but not on the UQ HR system)
Alumni Friends of The University of Queensland Inc.
  • The cost is $25 per year (GST inclusive)
  • Complete the application form
  • You will need to present proof of Alumni Friends of The University of Queensland Inc. membership when you pick-up your Library card
Reciprocal borrowers
  • Staff and eligible students (see below) from a university that is a member of the University Libraries Australia and New Zealand agreement may apply. 
  • Membership is free
  • Complete the application form
  • You will need to provide photo ID and proof of eligibility, for example confirmation of enrolment or current pay slip
  • Students from overseas will also need to supply a letter of introduction and indemnity from their home institution.

Eligible students:

  • External undergraduate from a university outside the Brisbane Metropolitan area
  • Internal undergraduate from an interstate university.
  • A higher degree student (Masters or PhD).
General public (including Open University students)
  • The cost is $25 per year
  • Complete the application form
  • You will need to present a photo ID, as well as proof of local residency, such as a recent local council rates notice, or local utility payment notice when you pick-up your Library card

Library card and password

  • You will receive a UQ Library card
  • Upon receipt of your card, you will be asked to add a password to your library record. This is essential to ensure the security of your record.
  • If you have any queries about your membership, borrowing, please call the Circulation Team on 07 3346 4352

Your responsibilities

You are personally responsible for all material borrowed from UQ Library. Responsibilities include:

  • Checking your email regularly
  • Checking the status of your loans in My Record
  • Returning or renewing your loans by the due date
  • Contacting library staff if you are unable to return items by the due date
  • Returning items if you plan to be away for an extended period
  • Returning high use items to the home branch library
  • Returning all items before leaving the University

Failure to comply with the conditions of borrowing may invoke penalties under the Library Code of Practice.


Amend your record

To amend your Library record:

  • Ask Library staff in your branch library to change basic personal details such as your name, address, email address or telephone number.
  • Request substantial changes to other information contained in your Library record using this form.

How to borrow

Bring your library card and choose between:

  • Autoloan machines - you can check out items yourself
  • Desk

Renewing your loans

  • Select My Record
  • Telephone a branch library and ask staff to renew for you.
  • Visit a branch library and renew on the autoloan machine (where available) or ask Library staff to renew for you.

Library notices

  • Reminders, requests, recalls and overdue notices are sent as a courtesy only. The Library is not responsible for non-receipt. To check on your loans, etc., select My Record.
  • All notices will be sent to the email account in your library record. It is important that you check your email regularly.

Example of a notice:



Items not on the shelf

In general, material not on the shelves is already on loan. If the catalogue indicates that the item is 'available' and you are unable to find it on the shelves, check that you have written down the location and call number correctly. Then check the sorting shelves.
If you are still unable to find the item, ask Library staff for help.


Returning loans

High use material, equipment and keys must be returned to the branch library from which they were borrowed. Items borrowed from the Book Dispensing Machine (BDM) machines must be returned to that specific machine.

Whenever possible please return other material to the UQ branch library from which it was borrowed. If this is not possible, material may be returned to any UQ branch library, except Toowoomba, Rockhampton, Hervey Bay and Bundaberg. Material may also be returned via Australia Post. For branch address details go to Locations


Recalls of standard loans

Standard loans are subject to recall if required by another client. An email will be sent to you requesting that the material be returned.

You are guaranteed a loan of at least 7 days, but you must return the item by the new due date to avoid incurring a penalty of $1.40 per day.

Please note that if there are already holds on items you borrow, the loan period will automatically be set to 7 days and no recall notice will be issued.


Overdue loans and penalties

UQ Library has an overdue penalty system to ensure fair access to our resources for all users. Administrative fees and charges are payable under the University Fee Rules. Replacement costs are payable under the Library Code of Practice.

Loan Category Reminder Notice 1st Overdue Notice Final Overdue Notice Charge while overdue Bill for Replacement
Standard 7 days before due date 1 day after due date 7 days after due date
Suspended from borrowing
20 cents per day overdue charge until billed 14 days after due date
$145 replacement charge, includng $20 administrative fee
Recalled Recall notice issued as needed 1 day after due date 7 days after due date
Suspended from borrowing
$1.40 per day overdue charge until billed 14 days after due date
$145 replacement charge, includng $20 administrative fee

Note: If overdue charges reach $20, you will be suspended from borrowing


Clearing your suspension

If you are suspended from borrowing, it will be lifted when you:

  1. Return all overdue items
  2. Reduce the total charges to less than $20.00

Note - Individual charges are payable in full

Remember that you can avoid all of the above by returning or renewing material on time.


Payment options

Pay online
Charges may be paid online via the Internet, 24 hours a day, 7 days a week. Cards accepted are: Mastercard, Visa and American Express. To make a payment
go to My Record.

If your library record has expired, charges may be paid via the UQ Payments Website

Please allow 24 hours, Monday to Friday, for your library record and any blocks on your student record to be updated


Lost or damaged items

  • Tell Library staff what has happened as soon as possible
  • You may be charged for the replacement fee, together with a $20.00 administrative charge
  • Refunds will not be given after 28 days
  • If you later find the material, it remains the property of UQ Library and must be returned

Extenuating circumstances

Talk to Library staff as soon as a problem arises. You will find them prepared to listen sympathetically to genuine difficulties.

For more information, please ask Library staff.