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Q: Is there a phone here that I can use?
A: There are pay phones down the hall from the main entrance to the Library. For answering pages, there are two hospital phones located in the corridor on the wall across from the pay phone, and one in the Library on the lower level across from the Learning Resources Center (LRC) Desk. Library staff phones are not available for patron use.
Q: Where are the restrooms?
A: Restrooms are located:
--Across from the main Library entrance on the bridge level.
--Next to the LRC Desk (ground floor, Jordan Hall-side).
--In the Cabell Room (ground floor, McKim Hall-side).
Q: Can we use the hallway outside the Library to sell tickets for our class party?
A: Patrons or groups who wish to use the corridor space outside the Library's main entrance to sell tickets for Medical School or Nursing School events or other events related to the Health System may check with the Library's Administration for approval. If approved, groups may use the folding table stored in Circulation for corridor sales or events. The group using the table is responsible for getting it from the Library and returning it to its proper place each day.
Q: Do you have any group study/meeting rooms?
A: The Health Sciences Library has 14 group study rooms for formal classes, small conferences, and meetings. When not in use by groups, these rooms are available to individuals. A reservation system is in place to balance the need for group facilities with that of regular study spaces.
Q: When is the After Hours Study Room available, and who has access to it?
A: The After Hours Study Room is open from inside the Library during all hours the Library is open, and can be entered from the hallway outside the Library during hours the Library is closed. Everyone who has a Health System ID has access to the After Hours Study Room.
Q: Do you have a public bulletin board where I can post this notice?
A: If the notice has to do with an event related to the Health System, you may leave it at the Circulation Desk and it will be posted in the display case in the hallway near the main entrance, as space permits. If the notice is a personal one, such as a rental property or item for sale, we will not be able to post or display it. Notices may not be posted or left on tables anywhere inside the Library or on the walls or windows in the hallway outside the Library, and will be removed and discarded when they are found there. There is a bulletin board available for personal postings inside the lobby of Jordan Hall's Jefferson Park Avenue entrance.
Q: Where is the quietest place in the Library to study?
A: Usually the quietest place in the Library is in the far end of the Journal Room on the main level. This area is farthest away from copiers and patron traffic. Other study areas include the LRC areas on the lower level, the remainder of the Journal Room, and the Cabell Room.
Q: May I leave my stuff behind the Circulation Desk while I go to the cafeteria (or anywhere else)?
A: No. The area behind the Circulation Desk is off-limits to anyone but Library staff, but is nonetheless not a secure area. Neither the Library nor its staff may assume responsibility for the safekeeping of patrons' possessions. Patrons may leave their possessions in one of the study areas, but they do so at their own risk. The Library urges patrons not to leave valuables unattended in any area, as several thefts occur in the Library every year. If you leave your belongings in the Library and do not retrieve them before the Library closes, Library staff will bring them to the Circulation desk and leave them on the counter behind the desk. You may call Security at 924-5048 and request that an officer meet you outside the Library entrance and allow you to come in and pick up your things. Any items not retrieved by the next day will be put into Lost and Found.
Q: Do you validate parking tickets?
A: No. Parking receipts can be validated at the Information Desks in the lobbies of Hospital West and Hospital East. Free parking is available on weekends in the main parking garage. There is no special parking available for using the Library.
Q: I'm trying to reach someone who might be in the Library at this time. Could you page them for me?
A: The Library's overhead paging system is used only for patient care and emergencies as determined by a Supervisor.
Q: Can I drink this soda (or eat my lunch) in the Library?
A: Please see the Library's Food and Drink Policy
Q: Is there an outside book drop for the Health Sciences Library?
A: Circulation maintains one remote book drop in the Health System. Pickup time is 4 PM, Sunday through Thursday. The remote book drop is located on the third floor of Hospital West (near the Department of Obstetrics and Gynecology). For after-hours use, there is also a wall-mounted book drop in the corridor outside the Library. Please don’t put short term loans, such as four-hour journals or Reserve books into the remote book drop. They may become overdue and begin accruing fines while they are waiting to be picked up!
Q: I left my sunglasses (or car keys, laptop, computer disk, jacket, etc.) in the Library yesterday. Did anyone find them?
A: The Circulation Desk has a designated space for holding lost/found items for a limited time. Desk Staff will be happy to check the area for you anytime an item is reported missing. Personal possessions found in the Library, the corridor outside the Library, or the patio on the lower level, may be turned in at the Circulation Desk. Lost items are turned in every Friday to Patient & Guest Services in the Lobby of the University Hospital.
Q: I'm a doctor, living in Charlottesville. I came to the Library on Saturday to do some research and couldn't get in the door from the street. Why not?
A: Due to security concerns, the Health System locks the door at the foot of the stairs just outside the Library during evening and weekend hours. Only people with Health System IDs can enter through that door during those times. All others, including community members and UVa students, must go around the building and come in through the main Hospital entrance, or through the Emergency Room entrance. The stairwell doors are locked at 9pm and unlocked at 6am, Monday through Friday. Once the doors are locked on Friday, they remain locked except for ID access, until Monday morning.
Q: Do I need a special card to be able to borrow from the Health Sciences Library(HSL)?
A: Residents of Virginia 16 years of age and older may borrow books from the HSL, by presenting a valid driver's license or other photo ID at checkout. Students at Virginia colleges and universities may also check out books. Only UVa affiliates may check out journals and AV equipment or materials. Please see our User Eligibility Policy for details, or call the Circulation Desk at 434-924-5444 if you have questions.
Q: Can I authorize someone to check out material for me?
A: Yes. Health System and UVa faculty and staff may authorize other affiliated patrons to check out materials in their name by filling out the appropriate form, available from the Circulation Desk or from the Library's Web site. The Health Sciences Library will not check out items to anyone other than the patron present unless the completed, signed form has been received and the authorizing patron's record updated accordingly. Patrons authorized to borrow for other patrons must present their own ID when checking out items, even though the charge will be made to the authorizing patron's record.
Q: Why do I have to present my ID in order to borrow anything from the Health Sciences Library?
A: We require that you show us some form of identification because we want to make certain that everything we check out is charged to the correct patron record. The average cost of one of our books is around $100, and as you are financially responsible for all items checked out to you, we don't want to bill you by mistake for items that you did not check out. In addition, we feel strongly that your Social Security Number (SSN) should remain confidential, and while it is essential that it be part of your online patron record in Virgo, we do not recommend saying your SSN aloud at a public service desk. If your ID will not scan in the equipment at our service desk, we will ask you to write your SSN on a slip of paper, which we will use to find your patron record. We will return the paper to you for disposal. If we must find your record by a name search, we will ask you to verify that the record we find belongs to you. Circulation staff are bound by strict rules concerning confidentiality of patron records, and you may be assured that nothing from your patron record will be shared with anyone else under any circumstances.
Q: Can this book/journal be checked out? How long can I keep it?
A: Monographs (books from the General Collection) may be checked out for 30 days at a time. They may be renewed up to three times, unless holds have been placed on them. After three renewals, books must be returned to Circulation and checked in. If there are no holds on their record, books may be checked out again and are again eligible to be renewed three times.
Reserve books that belong to the Library may be checked out for two hours and may be renewed once. A few “personal copies” of books are placed on Reserve each year by Health System faculty and are usually non-circulating. Circulating Reserves may be checked out within the last two hours of closing on any day, and will be due within two hours of opening the next day.
New Books are found on the New Book table and book cart near the entrance to the stairs in the main lobby of the Library. They may be checked out for the regular 30-day loan period.
Journals: all Library journals circulate, but the loan term varies according to the type of item.
Selected current journals (on the display stands): four hours, non-renewable
Journals published within the past five years: four hours, non-renewable
Journals older than five years: one week, non-renewable
Journals designated as “Two Weeks:” two week loan, one renewal
Q: Will I be notified when my books are overdue? Do you charge fines?
A: Each book you check out should be stamped inside with the date it's due back. If it isn't returned by that date, you'll receive an overdue notice the next day, most probably by e-mail. If the book remains overdue a week from the first notice, a second notice will be sent. We do not charge fines for overdue books, because after another week, if the item hasn't been returned or renewed, you'll receive a third notice, saying that you have been billed for the replacement cost of the item. If you're not sure when your books are due, you can check your own record through Virgo by clicking on “User Services” and following the directions. You can also call the HSL Circulation Desk at 924-5444, if you have trouble gaining access to your account online.
Q: What are my options when I'm billed for the replacement of a book?
A: You can clear the bill by returning the book to the Library ASAP, or you can pay for it at the Library if you've lost it. You won't be able to renew the book once we have billed you for it.
Q: What happens if I fail to respond to the bill notice from the Library?
A: If we haven't heard from you or received the book back after one more week, your account will be referred to Student Financial Services (SFS) for collection. This referral will block your record at all UVa libraries, and will also block all registration efforts and release of transcripts from all state institutions. If you ignore the SFS bills, they'll take the money out of your tax refund or your paycheck.
Q: The book I need is checked out. It might be checked out to someone in my department…can you tell me who has it?
A: No. The Library maintains a strict policy of confidentiality of patron records, and therefore cannot give names of patrons or any other information from a patron record to anyone but the patron him/herself. If the requested item is overdue, Circulation staff may offer to try to contact the patron who has the book, to try and get the item back as soon as possible.. If the item is not overdue, a hold may be placed, but Circulation is not obligated to call the patron who has the book. If the item is urgently needed for patient care, a Supervisor will try to arrange to have the item returned for brief use.
Q: I need a slide projector (or other AV equipment) for a presentation next week. Can I reserve one here?
A: Yes. Reservations for AV equipment may be made at the Circulation Desk (924-5444) or through the Self-Service Equipment Checkout page on the Library’s Web site. We loan a limited supply of equipment such as LCD projectors, digital still cameras, video cameras, etc. You may pick up your equipment and then return it to the Circulation Desk. AV equipment may be reserved for a maximum of five consecutive days. If you need the equipment for a longer period, contact the Circulation Supervisor (924-0192 or adg3c@virginia.edu) for approval.
Q: Can I check out a laptop computer and a projection system from the Library?
Laptops and all computer-related items may be reserved at the Circulation Desk (924-5444) or through the Self-Service Equipment Checkout page on the Library’s Web site. These items are checked out at the Circulation Desk to Health System Faculty, Graduate Students, and Staff. Call 924-5444 if you have questions about equipment availability, loan terms, or your eligibility to check out computer equipment. A Laptop Checkout Agreement form must be completed for all first time borrowers of this equipment, accepting full responsibility for the safekeeping of the laptop while it is checked out to you.
Q: Are there wireless laptops available for use inside the Library?
A: Circulation has several wireless laptops that are available for checkout by Health System affiliates on a first-come, first-served basis. The laptops are loaned for three hours, inside the Library. As with all computer checkouts, you must complete the Laptop Checkout Agreement form, accepting full responsibility for the safekeeping of the laptop that has been checked out to you.
Q: How can I make photocopies?
A: The University's Printing and Copying Services provides photocopying services in the Health Sciences Library. There are four Xerox copiers available for use by the public. Two are located in the Photocopy Room, just inside the Journal Room off the main lobby, one machine is located in the After Hours Study Room, and one is located in the Cabell Room. One copier in the Photocopy Room and the copier in the After Hours Study Room accept coins or dollar bills and copies are ten cents each. All copiers accept the Cavalier Advantage or ID Cards for copying and copies are eight cents each using these cards. There is a vending machine in the copy room for purchasing or adding money to Cavalier Advantage cards or UVa IDs. To add value to your ID, call 982-5166. You will need to authorize a charge to your credit card to add value by phone. To obtain a charge copy card, which will enable you to make copies and have the fee charged to your department or grant, contact the PCS Business Office at 924-7186.
Circulation and/or Document Delivery staff will make every effort to assist with gathering materials from shelving and photocopying for patrons with disabilities, as staffing permits.
Library copiers do not make transparencies, nor do they make two-sided copies or collate. Color copying is not available at the Library, but can be arranged at the nearby PCS office.
Q: I need an article from a journal (or a book) that we don't have here. How do I go about getting it?
A: If you are affiliated with the Health System (faculty, staff, student), you are eligible to request materials not owned by the HSL through the ILLiad online ordering system. ILLiad is available from the Library's Web page, so you may place orders while in the Library, or from your office. Please see the following site for more details: https://healthsystem.virginia.hosts.atlas-sys.com/illiad/logon.html. Charges may apply for Rush requests or requests that are faxed.
Q: Your catalog says the journal I need is at Ivy Stacks. Where would I find it?
A: The journal you need is located in our remote storage facility on Ivy Road. You may obtain it by selecting the Request Item icon in Virgo. Most items are delivered to the Health Sciences Library the next business day. Circulating items may be checked out or used for photocopying. Items designated “Rare” must be used by prior arrangement with the Library's Historical Collections Department (924-0052).
Q: May I return books from other UVa libraries here?
A: Yes. The items will be checked in and placed in transit to their destination library.
Q: How can I put books or articles on Reserve in the Library for my class?
A: Reserve requests for books may be made electronically by using our Web Reserve Request form. To place journal articles on Reserve, faculty must contact ITC and set up a Web page for the class using ITC's Toolkit. If you need assistance scanning the articles you want on Reserve, contact the Collection Services Supervisor (982-4080). If you bring us the articles you need to have scanned, we will scan them and then connect them to your Web page. We process all requests as quickly as possible, in the order in which we receive them. However, the more lead time you give us, the more assured you can be that your materials will be available on time. We are often inundated with requests during the first week of classes, which slows down the turnaround time for everyone.
Q: How do I get Reference help during evening or weekend hours?
A: Evening and weekend Circulation staff are trained to assist with basic Reference questions and database searching. For more in-depth assistance, patrons may fill out an electronic request form, available at the Library's homepage and a member of the Reference staff will contact the patron as soon as possible the next business day.
Q: There's a class being offered next week in the LRC on searching Medline. How can I sign up for it?
A: Patrons should register using our Online Registration form, which is available through the Library's Web page under Classes.
Q: In cleaning out my office, I've found lots of journal issues and some books that I'd like to give to the Library. Shall I just bring them in and drop them off at Circulation?
A: While the Library appreciates the opportunity to be offered gifts of books and journals, limited space does not allow us to accept donations that we cannot use. Before bringing items to the Library as donations, please contact our Collection Development Department (924-0059 or jml4s@virginia.edu), so that a determination can be made as to whether we need the items in our collection or not. In general, the Library cannot accept textbooks that are more than five years old, and journals that are duplicates of items we already own. Once you have verified that the Library can use the materials, you may bring them to the Circulation Desk. You'll be asked to fill out a Gift Form, so we have a record of your gift, and our Collection Development staff can acknowledge your gift with a letter from the Library. The Library does not assess the value of items donated. If you would like a value placed on the items you donate, for tax purposes, please have your materials assessed before you bring them to us.
Gift items that cannot be accepted by the Library might be useful to a number of international organizations that redistribute used medical texts worldwide.
Q: How can I ask the Library to purchase a particular book or to subscribe to a certain journal?
Our Purchase Recommendation form is available from our Web page. Once you submit the form, our Collection Development Department will review it and make a decision. You'll be notified as to the outcome. If the item you recommend is a book, your name will be listed on the order as the first person to notify once the item is available.
Q: The Online Catalog (Virgo) says this journal issue is here in your stacks, but I can't find it. Now what?
A: Circulation always has someone available to help you find any Library item in the public areas, which are the Journal Room, the Monograph Collection (books), and the Cabell Room (older journals). Just ask at the Circulation Desk, where staff will verify the status of the item by checking Virgo, then either direct you to the correct location or send someone with you to look for the item. Any items not found will be placed on “Locate” and will be searched the next day by Circulation staff. You'll be notified whether or not we find the item in the subsequent search. If we don't find it, you're entitled to a complementary Interlibrary Loan.
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