STAFF RESOURCES

Access Services Policy Memo #5
Billing for Lost and Damaged Material

Replacement and processing fees are charged to ensure that the collections of Rutgers University Libraries and of the Libraries' resource sharing partners are maintained and preserved. Delinquency fines are charged only when other library users are deprived of materials due to late return of recalled and reserve materials.

The purpose of billing is to collect funds for replacement of lost or damaged materials from the persons responsible for such actions, or from those who violate library policies with which a fine is connected. All materials remain the property of the Rutgers University Libraries regardless of the payment of fines, fees, or replacement costs for an item.

The Associate University Librarian for Research and Instructional Services determines the charge and fine rate schedule in consultation with appropriate librarians. It is reviewed annually and set forth in the "Charge/Fine Schedule." Payment for replacement costs, fines, or fees that are not settled promptly will be subject to charges as established in the "Charge/Fine Schedule" or the current edition of Books in Print (or its equivalent) in effect at the time of payment.

Replacement Charges

Overdue and assumed lost materials are billed at the average replacement charge listed on the "Charge/Fine Schedule."

In-print items owned by Rutgers University Libraries

Bills for Rutgers books that are handled in person will be checked for in-print price of the latest edition regardless of binding. For items other than print, specific directories and publishers' catalogs may be consulted if time permits, and the current list price will be assessed if available. Billed items that have been declared lost and withdrawn from the catalog are not eligible for in-print pricing or replacement.

If titles are listed with "write to publisher for information" annotations and no prices, then the average replacement price applies.
-or-
When pricing or accepting replacement copies, always choose the latest edition and paper binding over hard bound binding if it is available.

New replacement copies obtained from the publisher of an exact or later edition will be accepted in lieu of payment. Used copies will not be accepted. Processing charges and any recall fines incurred will be added if applicable; bindery charges will not be added to paper edition replacement costs or processing charges.

The Libraries will not accept in-print replacement charges or replacement copies for materials borrowed via E-ZBorrow or interlibrary loan from libraries outside of Rutgers, and for items that are represented by lost item notes in the patron record that have been withdrawn from the catalog by Rutgers University Libraries.

Out of print, Withdrawn from the Catalog, E-ZBorrow, and Interlibrary Loan Items

For Rutgers material not in print or represented by lost item notes in the patron record and withdrawn from the catalog, and for E-ZBorrow and interlibrary loan items, use the average price listed on the "Charge/Fine Schedule."

The average price for each material type is based on acquisition data maintained by the Rutgers University Libraries or average prices from the most recent Bowker Annual, and is determined yearly by the Associate University Librarian for Collection Development and Management.

Delinquency Charges

Recall fines

Assessed when items are not returned by the recall due date. Fines notices are generated automatically.

Reserve, Equipment, Netbook fines

Assessed when reserve materials, equipment, and netbooks are kept beyond specific loan periods. Fines notices are generated automatically.

Other Charges

Processing fee

A processing fee is added to each billed item to defray the costs of technical processing of material. This charge will be dispensed with when billed materials are returned to a library in satisfactory condition. The technical processing fee is determined annually by the Associate University Librarian for Digital Library Systems and is based on local processing costs.

Binding charge

The binding/damaged charge may be assessed if condition of material warrants and the item needs to be rebound. The binding/damaged charge is determined annually by the Associate University Librarian for Collection Development and Management and is based on local binding charges.

Damaged Materials

Damaged Rutgers material that is determined by library staff to be salvageable through repair is accepted with the bindery/damaged charge assessed.

Damaged Rutgers material that is determined by library staff as not salvageable through repair, damaged E-ZBorrow, and damaged interlibrary loan materials are subject to full material replacement charges as well as processing fees. All damaged materials remain the property of the Rutgers University Libraries regardless of the payment of fines, fees, or replacement costs.

Items with Accompanying Materials

Users borrowing Rutgers, E-ZBorrow, and interlibrary loan items with accompanying material will be responsible for all pieces. Fines will be assessed for the entire item if an item is returned incomplete or any piece is damaged in accordance with current damaged and missing item policies.

Payment

Bills handled in person will be checked for in-print price of the latest edition of a Rutgers book if it has not yet been declared lost and withdrawn from the catalog. For items other than print, specific directories and publishers' catalogs may be consulted if time permits, and the current list price will be assessed if available.

Payments received for the average price of the item through the mail, at a library, or through the University's Delinquent Accounts Department are accepted as payment in full.

Bills may be paid:

Refunds

Refunds of replacement charges for Rutgers materials will be made only if an item is returned within six months of the original payment date, if the item was not recalled, and if the item had not been declared lost and withdrawn from the catalog at time of payment. Delinquency fines and charges for binding and processing will not be refunded. Refunds will not be given when a replacement copy was provided in lieu of payment. Refunds will not be given for materials borrowed via E-ZBorrow or interlibrary loan.



Last updated: November 2010
 
URL: http://www.libraries.rutgers.edu/rul/staff/access_serv/policies/aspm_billing.shtml
Website Feedback  |  Privacy Policy

© Copyright 1997-2013, Rutgers University Libraries   (Further Copyright Information)