Overdue & Billed Materials

Policy & Procedure

Patrons are sent overdue notices, and ultimately, a bill for materials not returned by the due date.  The timing of this is dependent upon both the patron and material type.  The bill includes the cost of the material (or a default amount of $40.00 if the price is not included in the item record), a processing fee of $20.00 and a billing fee of $10.00. 

The patron is given 30 days to respond to the bill.  Within those 30 days, the patron may:

1. Return the material.  All fines/fees will be waived.

2. Bring the material to the Circulation Services Coordinator and request that the material’s due date be renewed. 

3. Replace the material.  The replacement must be approved by the Head of Technical Services.  The processing and billing fee will still apply.

4. Pay the library replacement costs (regardless of the material's availability).  The CSC will notify the Acquisitions Coordinator who will  re-order the material. If the material is out of print or otherwise difficult or

impossible to obtain, the Acquisitions Coordinator will notify the CSC.  The Acquisitions Coordinator will notify the Cataloging Coordinator that the out-of-print material can not be obtained.  The Cataloging Coordinator will withdraw the material from the library catalog.   

If the material is needed by another patron prior to the 30-day period, the CSC will contact the billed patron to demand immediate return.  A recall/hold will be placed on the material, which accrues fines of $1.00 per day until the material is returned.  The material may also be requested via Interlibrary Loan or MeLCat.

For materials not returned within 30 days, different procedures are followed depending on patron status.  The procedures are as follows:

Patrons with Student status:

After the 30 days have passed, the CSC will perform a search to verify that the material was not returned to the library.  If the material is not located, the CSC will:

1. Mark the material as LOST in the library catalog.

2. Bill the student for: the cost of the material, the processing and billing fee (using the Banner Accounting system).

3. Send the student a statement of charges, informing them that their account was charged for lost materials.  The Accounting Coordinator may also follow up with a statement of charges.  Until the charges are paid, the student can not register for classes the following semester.

4. After one academic year, submit a list of materials to be re-ordered to the Acquisitions Coordinator. (At this point, the patron loses rights to a refund even if the material is returned.)

Students will be credited for all but the $10.00 billing fee only if the material is returned within the academic year. 

Patrons with Faculty status:

After the 30 days has passed, the CSC will perform a search to verify that the material was not returned to the library.  If the material is not located, the CSC will submit the list of billed items to the appropriate library liaison.  The library liaison will:

1. Contact the faculty member to decide whether the item should be renewed, returned, or if additional copies of the material should be ordered. 

2. Notify the CSC if it is determined that the material should be renewed. 

3. Notify the Acquisitions Coordinator if additional copies of the material should be ordered.

Patrons with Staff status:

After the 30 days have passed, the CSC will perform a search to verify that the material was not returned to the library.  If the material is not located, the CSC will hand the matter over to the Director of the library.  The Director of the library may choose to contact the staff person.  If the materials are not returned by the end of the academic year, the materials will be listed as “Lost” in the library system, and a request to replace or withdraw the missing material will be given to the Acquisitions Coordinator by the CSC.  

Patrons with Dependent status:

After the 30 days have passed, the CSC will perform a search to verify that the material was not returned to the library.  If the material is not located, the CSC will hand the matter over to the Director of the library.  The Director of the library may choose to contact the faculty or staff person related to the dependent.  If the materials are not returned by the end of the academic year, the materials will be listed as “Lost” in the library system, and a request to replace or withdraw the missing material will be given to the Acquisitions Coordinator by the CSC.  

Patrons with Community Borrowers status:

The Albion District Library will be notified as soon as a bill has been issued to a Community Borrower.  Both the college and the public library will suspend the patron's borrowing privileges.   After the 30 days have passed, the CSC will perform a search to verify that the material was not returned to the library.  If the material is not located, the CSC send a letter to the patron threatening legal action.  The letter will stipulate a two-week deadline for when the materials must be returned, after which Albion Public Safety will investigate and a warrant may be issued.

If the deadline passes and the materials have not been returned, the Albion District Library will contact Albion Public Safety and request that they investigate the matter.  If the materials are still not returned, the college patron record will be suspended indefinitely; the CSC will make a note in the patron record stating the reason for suspension.  The materials will be given a “Lost” status in the library system, and will be either withdrawn or replaced. 

Patrons with ILL status:

After the 30 days have passed, the CSC will perform a search to verify that the material was not returned to the library.  If the material is not located, the CSC will notify the ILL/DAC librarian of their status.  The ILL/DAC Librarian will contact the borrowing library and investigate the status of the materials.  If the materials are not returned by the end of the academic year, the materials will be listed as “Lost” in the library system and a request to replace or withdraw the missing material will be given to the Acquisitions Coordinator by the CSC.  The borrowing library will be billed for replacement costs. 

Last modified: 01/24/08 mg