Loans and borrowing

The Loans service remains a primary Library service, with over a million items you can borrow.  There is also a comprehensive range of self-service options available.  This gives you easier and extended access to many of our services.

Many of the self-service options mentioned on this page are available through WebCat.  If you need assistance in accessing them please speak to the staff at our Loans Desks or Enquiry Desks.  Alternatively, use our  to guide you.

Who can borrow?

  • Staff and students of the University of Southampton.
  • Southampton University Hospitals Trust staff.
  • NHS staff from other local trusts (from Health Services Library only).
  • Members of the public may apply for an  ticket. These are issued at the Librarian's discretion.
  • Graduates of the University of Southampton can apply for an Alumni card.
  • As participating members of the SCONUL Access scheme, staff and students from participating higher education libraries can apply through this scheme to use higher education libraries throughout the UK.

How do I borrow?

  • Loans Desk: bring the items to the Loans Desk with your University ID/Library card. Staff at our Loans Desks will charge these items to your Library account.
  • Self-service: at the Hartley Library and National Oceanographic Library there are self-issue units where you can issue and return qualifying items yourself.
  • Postal Loans Service (within the UK & BFPO): this service provides students who may live or work at a distance from the University, or who may find it difficult to visit in person, with access to the University of Southampton (UoS) Library stock via the post.   We have a page which we recommend you read before submitting a request, particularly as there may be costs to you in returning any items supplied.

Please remember that you are responsible for all items recorded on your Library account.

How many items can I borrow?

User Category Total
Undergraduates 10
Taught Postgraduates 15
Research Postgraduates 25
University/SUHT Staff 50
PGCE/TP Library 15
NHS Staff from Local Trusts (3 week & 1 week loan items from Health Services Library) 5
External Borrowers (personal) / Alumni / SCONUL Access (3 week loan only) 5
External Borrowers (corporate)(3 week loan only) 5/15

Loan periods

  • Three week
  • One week
  • 2 day loan
  • Short loan  - 3 hours and overnight/weekend
  • Reference Only - for use in the Library only

Penalties for Overdue Loans

The table below outlines measures to encourage all library users to return or renew items on loan before they become overdue.

Penalties for overdue loans
Loan type Overdue penalty Effective from

Short loan (reserve collection)

Record blocked for 7 days from date item returned

Invoice for estimated value of items

As soon as item is overdue

Once item is 3 days overdue

2 day loan

Record blocked for 7 days from date item returned

Invoice for estimated value of items

As soon as item is overdue

Once item is 7 days overdue

Recalled items/holds (3 week loan & 1 week loan)

Record suspended for 7 days from date item returned

Invoice for estimated value of items

Once item is 3 days overdue

Once item is 7 days overdue

1 week loan

Record blocked for 7 days from date item returned

Invoice for estimated value of items

Once item is 28 days overdue

Once item is 56 days overdue

3 week loan

Record blocked for 7 days from date item returned

Invoice for estimated value of items

Once item is 28 days overdue

Once item is 56 days overdue

2 Day Loans

2 Day Loan items are identified by an orange spine label and are shelved within the main collections. Unlike Three Week and One Week Loan items, they are not available for renewal or holds and cannot be shipped to another site for collection.

Laptop Loans

Wireless enabled laptops are available for you to borrow and use within the Hartley Library.   Full details can be found on our  web page.

Your Library PIN

You will need a PIN to access and gain the full range of services from your Library account, including the self-service options.

PINs are available from Loans and Enquiry Desk staff at all Library sites. Your PIN can also be sent by e-mail to a valid University e-mail address. Contact details for the Library sites are listed at the end of the page.

PINs cannot be given out by telephone.

Check your own Library record

Select My Account in WebCat and choose Review My Account to find out:

  • The due-date of your checkouts (items on loan)
  • How many checkouts you have
  • The status of your holds
  • Details of any suspensions
  • To view your inter-library loan requests

Renew your books

Use WebCat and select My Account and then Renew My Loans.

Three week and One week loan items can be renewed up to 10 times.

Recalled items, 2 day loans and Reserve Collection items cannot be renewed.

Telephone and e-mail renewals are also accepted - call or e-mail the Library. Contact details are listed at the end of this page.

Requesting items at other library sites

Books:

If the book you want is available at one of the following Library sites, it can be transported to the Library of your choice for collection:

Hartley, Health Services, NOL, WSA

This service applies to any 3 week or 1 week loan items.

Requests are made by searching WebCat to find the item you want, then use the Place hold option.

We will inform you when the item is available. This should be within 2 working days. Items are held for collection for 7 days.

Journals:

Please note this service is only available to Staff and Research Postgraduate students.

If you require an article or a whole volume of a journal it may be possible to supply it to your home site.  Please contact your home library first to discuss your request and how best to access this (contact details below):

Hartley: loanhart@soton.ac.uk
Health Services: illhs@soton.ac.uk
NOL: nol@noc.soton.ac.uk
WSA: wsaenqs@soton.ac.uk

Please note, all journals are reference use only.

Recall an on-loan item

If the item you want is on loan, you may recall it using the Place hold option in WebCat. Once placed, a notice will be sent the following day requiring the recalled item to be returned within 7 days. You will be notified when that item is returned and available to you. Items are held for collection for 7 days. When placing the hold, you can also choose at which library to collect your hold.

What if you receive a recall notice?

If a person wants an item you have on loan, you will receive a recall notice giving you a new due-date for return. This 'new due-date' will be 7 days from the date of the notice.

You must ensure that the item is returned by this date. If returned late, a 7 day suspension will result (see table above).

Where will my Library notices be sent?

Library notices are sent to your university e-mail account. You may request for e-mails to be sent to a private account, such as Hotmail etc, please inform Library staff of your e-mail address.  Email is the default choice for all borrowers, including external borrowers.

If you prefer to be notified by letter, you will need to inform staff at your Library site, specifing where you would like your mail to be delivered.

Please check for Library notices regularly.

What happens if WebCat says the book is 'available' but I cannot find it?

Please look for it on more than one occasion and if you still cannot find it ask for a Missing Item Form at the Loans Desk. Library staff will undertake a further search. We will inform you of progress within five working days.

What if the item I need is not held within the University of Southampton Libraries?

You may use the  service. We will request the book from another library or institution on your behalf. Inter-library loan requests can be placed using WebCat once you login.

What will happen if I do not return books?

The basic rule is that if you do not return books and they become overdue, you will not be able to borrow anything until your record is cleared.  Different items have different penalties once overdue; this is dependent upon the length of the loan and if the item is in demand. Please see the table above listing penalties for overdue loans.

If items remain overdue we will bill you for their estimated value. This will result in a debt to the University which ultimately may result in students failing to graduate. 

Where do I return books and how?

When the Library is open please return items to the Loans Desk. Self-service facilities are available at Hartley & NOL.

Please return all Reserve Collection items in person to the site from where they were borrowed.

3 week, 1 week and 2 day loans can be returned to any of the University Libraries, excluding the Avenue site.

We are happy to receive items returned by post as well as in person.

Loans desks opening hours

The  of the Loans Desk at each of the library sites may vary. Please check before visiting the site.

Loans at each site