Borrow / Renew / Return Materials

Ask a Librarian

Locate Materials

  1. Use MadCat, the UW-Madison library catalog, to search for most materials in UW-Madison Libraries. MadCat also contains information and links to many online resources. For more help locating materals see MadCat Help or Learn to Find...
  2. Once an item is located in MadCat, check
    • which UW-Madison library has the item - see the Campus Libraries page for more information on location, hours and loan periods
    • the call number of the item (ex. RC256.6 L24 S55 2010)
    • the Status: to see if the item is Not Checked Out
  1. Go to the owning library to check out the item, or, UW-Madison faculty, staff and students may have the item sent to the library of their choice for pick-up. See Retrieve from Shelf on the left for more information.

For items not available (e.g. checked out, lost, etc) or not found in MadCat

  • Try a UW System search to see if another System library owns the item. If so, UW-Madison faculty, staff and students may request the item be delivered to the campus library of your choice. Check your library privileges if you have questions about eligibility for these services.

If the item is not available either through MadCat or the UW System search,

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Recall Materials

When a UW-Madison item you want has a status in MadCat of "Checked Out" or "Renewed", it is currently checked out to another person.

  • UW faculty/staff/students may try a UW System search to see if another System library owns the item. If so, it may be possible to obtain the item faster than by recalling the UW-Madison copy.
    • If the needed item is found, use the Place Request link and have the item delivered to the campus library of your choice. See Borrow from Another Campus for more information.
  • Or, UW faculty/staff/students may recall the UW-Madison item. This notifies the person who has it checked out to return it. When returned, it is held for you and you are notifed by email that the item is ready for pick-up.
    • In MadCat
      When you are looking at the record for the item you want, click on the Place Request link at the top of the screen. Follow the instructions to place a recall. You must have a currently valid UW-Madison ID or General Library System Card in order to recall items.
    • In Person  
      Go to the Circulation Desk of any library with your currently valid UW ID or General Library System card and the call number of the item you need. The staff there can place the recall for you.

More about recalls

  • All regular loan books are subject to recall by another patron.
  • The original borrower is guaranteed 14 days; after that, the item is subject to any recalls issued by another patron.
  • If a recall is issued on an item you have checked out, the due date will be changed and you will be notified.
  • If you have a recalled item checked out and it is overdue, a block will be placed on your account.
  • UW System materials may not be recalled by UW-Madison patrons.
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Retrieve Materials From the Shelf

UW faculty/staff/students may request UW-Madison materials be retrieved from the shelf and delivered to the campus library most convenient to you. You'll receive an email notification when the item(s) is ready for pick-up.

  1. Find the item in MadCat and display its record.
  2. Check that the item's Status: is "Not Checked Out".
  3. Click on Place Requests and if you haven't logged in, enter your NetID or 11-digit ID number and last name.
  4. Select RETRIEVE Madison Item at Madison Library from the dropdown menu.
  5. Using the dropdown menu you MUST choose a library at which you wish to pick up the item. Type in your UW-Madison 11-digit ID number if needed.
    More info
If the item's status is "Checked Out", "Renewed", "Lost", etc
  • Try a UW System search to see if another System library owns the item. If so, UW-Madison faculty, staff and students may request the item be delivered to the campus library of your choice.
    • Click on Place Requests and if you haven't logged in, enter your NetID or 11-digit ID number and last name.
    • Select BORROW from or Pickup at another campus and then choose the UW-Madison library where you'll pick it up.
  • Or, recall the UW-Madison item. The person who has the item checked out is notified to return it. When returned it is held for you at the campus library of your choice and you are notifed by email that the item is ready for pick-up. See the Recall link to the left for more information.
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Request On Order / In Process Materials

MadCat includes records for books and other items that are on order or being processed (call numbers added, barcodes added, etc.). These materials are not yet available for check out and have a status of "on order or in process".

You may use the On Order/In Process inquiry form to get an email with further information about the item and when it may become available.

Or, try a UW System search to see if another System library owns the item. If so, UW-Madison faculty, staff and students may request the item be delivered to the campus library of your choice. It may also be possible to borrow the item through Interlibrary Loan. See your library privileges if you have questions about eligibility for these services.

Designate a Faculty Runner

Faculty may designate a currently enrolled student or staff member to borrow material in their name. These materials are subject to the same borrowing policies as loans made in person by the faculty member.

To designate a faculty runner, submit a letter of authorization written on departmental stationery and include the following:

  • The runner's name
  • The date until which the runner is authorized
  • An express statement of responsibility (ex. "I agree to take full responsibility for all overdue charges and/or replacement fees.")
  • The faculty member's signature

Letters should be addressed to Dineen Grow, Head of Access Services, Memorial Library, 728 State Street, Madison WI 53706.

Letters may be brought by the designated runner to the Card Application Desk, located in the lobby of the Memorial Library. The runner will need to bring his/her UW photo ID.

Letters may also be faxed to (608) 262-2568, or mailed to Circulation Office, Room 170, Memorial Library, 728 State Street, Madison WI 53706.

A Note about the Runner's ID

A faculty runner identifies him/herself at the circulation desk as a faculty runner and then typically uses his/her own ID to check out material as the faculty proxy when:

  • The faculty member intends to check out only materials from the UW-Madison campus
  • The faculty member intends to use Interlibrary Loan (formerly Library Express) but does not need to access the information in the Interlibrary Loan account

A faculty runner will need a new, unique ID when:

  • The faculty member intends to use Interlibrary Loan and needs access to the Interlibrary Loan account information

In cases where a unique ID is needed, the faculty member will designate where email (for electronic article delivery or messages from staff) is to be sent.

Any questions about Faculty Runners should be referred to the Circulation Office at (608) 263-7360, Monday-Friday 8:00 AM-4:00 PM or by email.

Distance Services

UW-Madison materials may be delivered to addresses outside of Dane County by using Distance Library Services.

These services are intended for UW-Madison students, faculty, and staff who reside outside of Dane County—including dissertators, students taking distance courses, and faculty on sabbatical.

In order to use Distance Library Services, you must meet ALL of the following criteria:

  • You are a registered student of UW-Madison or faculty/staff employed by UW-Madison
  • You are living outside of Dane County
  • You do not regularly commute to campus

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Renew Materials

If you want to keep an item you have checked out longer, you are often able to 'renew' it.

Log in to your My MadCat Account and select the item(s) to be renewed, then click Renew.

Be sure to check the status message to see if the item(s) has been renewed. If the item status does not read 'renewed', one of the following occurred:

  • You have reached the renewal limit
  • The item you want to renew is not eligible for renewal
  • You are trying to renew the item too early (this applies to semester loans)

Items that cannot be renewed include:

  • Items that have reached renewal limit
  • Items that have been recalled by another user
  • Reserve materials

If you have questions or would like more information, contact the Circulation Office in Memorial Library at (608) 263-7360, Monday-Friday 8:00 AM-4:00 PM.

When may I renew materials?

UW-Madison faculty, staff and graduate students with semester loans may request renewals about four weeks prior to the due date.

Undergraduates and other patrons with 28-day loans may renew at any time, however, waiting until the due date to renew results in the maximum extended loan period.

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Return Materials

Books on regular loan, including those borrowed via Interlibrary Loan, may be returned to any campus library with an Open Return sticker (see image) on its book return. Or, use the Campus Libraries Information page to locate libraries that feature Open Return.

Open Return Bookdrop

Items that need to be returned directly to the library they were borrowed from include:

  • Reserve materials
  • Materials on Short-Term Loans (7 days or less)
  • Journals/Periodicals
  • Fragile Items

Returning Recalled Items

Recalled items should be returned to the library they were borrowed from in order to avoid a potential fine. If you have a recalled item and it is overdue, a block will be placed on your account.

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