Loan Policies and Fines

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Loan Agreement

  • By applying for a UBC/Library card, borrowers agree to familiarize themselves with and abide by the following regulations

Library Cards

  • Patrons must present a valid card to borrow or renew library materials
  • Cards are non-transferrable
  • Borrowers are responsible for all material charged out to their cards
  • Lost or stolen cards issued by the UBC Carding Office should be reported online
  • Lost or stolen cards issued by UBC Library should be reported to Koerner Library at 604-822-2406 or Okanagan Library at 250-807-9107
  • A replacement fee may be charged for lost cards
  • Fines and charges must be paid in full before Library privileges will be renewed
  • Library cards are not transferable and may be confiscated if misused

Loan Regulations

  • Borrowers are responsible for the return of all items on time and in good condition
  • The due date for all items borrowed is the date by which items must be returned or renewed
  • Renewed items may be recalled before the due date by another borrower
  • You will be notified of recalled materials by email or regular mail
  • Loans of 1 day or longer are due before closing time on the due date
  • Two-hour loans are due on the date/time noted

Loan periods

Books 2 weeks
  • Undergraduates, community borrowers (including Alumni) & UBCV staff
8 weeks
  • Graduate students (2 weeks at hospital branches, 4 weeks at Education and Xwi7xwa Library, 8 weeks at Okanagan for Okanagan Library books) & UBCO staff
term loans
  • Faculty (4 weeks at Education and Xwi7xwa Library, 8 weeks at Okanagan, 2 weeks at hospital branches)
Course Reserves 2 hrs, 1 day, or 3 days
  • Items may be borrowed by UBC students and faculty only
Journals Library use only except:
  • Math (1 day)
  • Law Library (2 days)
  • Asian Library (1 week)
Interlibrary Loans 3 weeks or as noted
Laptop Computers Laptop loan periods will vary by UBC library branch. Enquire at the branch circulation desk for specific loan periods and return times
  • Laptops are available at: David Lam Library, IKBLC, Koerner Library, UBCO Library, Woodward Library
  • Fines for late return are $20/hour to a maximum of $200
  • Borrowers will be required to sign the UBC Library Laptop Borrower Agreement
  • More information, including loan periods
Videos/DVDs/Film 3 days at most branches
  • Restrictions apply for community borrowers
Reference Books, Newspapers, Rare Books & Special Collections and University Archives Materials LIBRARY USE ONLY

 

Recalls

  • Borrowers can recall items charged out to other borrowers
  • Recalling prevents the borrower who has the item you want from renewing it
  • Borrowers who fail to return recalled items by the due date will incur fines and library privileges will be suspended until recalled items are returned
  • Course Reserve items can’t be recalled

Renewals

  • Items on loan can be renewed online or in person if they have not been recalled by another borrower
  • Course Reserve items can’t be renewed

Extended Loans

  • Most branches allow extended loans of up to 90 days on books that have not been borrowed within the past month
  • Extended loans may be recalled by another borrower
  • Items must be returned by the due date on the recall notice or fines will accrue and borrowing privileges will be suspended

Returning Library Materials

  • Return Course Reserve materials, Interlibrary Loan items, equipment and Videomatica items to the branch where they were borrowed on or before the due date or fines will be assessed
  • All other items can be returned to any UBC Library branch before that branch closes on or before the due date or fines will be assessed

Privacy of Borrowing Records

  • In accordance with BC’s Freedom of Information and Protection of Privacy legislation, the Library does not release personal information about borrowers including information about items on loan
  • It is a borrower’s responsibility to ensure that personal information is not left displayed on Library public workstations in a way which makes it accessible to others and to change their PIN to prevent unauthorized use

If you would like to appeal a charge, please complete and submit the Fines Appeal Form.

Fines Policy

  • Fines accrue as soon as items are overdue
  • Borrowing privileges will be suspended for:
    • Outstanding fines or charges of $50 and over
    • Failure to return an overdue item recalled by another borrower
    • Failure to pay fines or charges of any amount from a previous academic year
    • Unpaid fines over $50 also results in suspension of online ordering and database services
    • UBC Policy #67 enables the withholding of academic transcripts and registration, and referral of unpaid debts to a credit agency

 

Late Fees

Books, Journals, Videos $1/day up to a maximum of $30 per item*
2 hour Course Reserves $1/hour to a maximum of $30 per item*
1 & 3 day Course Reserves, Interlibrary Loans $5/day to a maximum of $30 per item*
Laptops $20/hour to a maximum of $200 per item**
Specialized items/equipment Fines will vary. Confirm with issuing library.

*plus lost charges for items more than 28 days overdue
**plus lost charges for laptops more than 10 hours overdue

Fines and Charges Payment

In person: Koerner, Irving K. Barber Learning Centre, Education, Okanagan and all Life Sciences Libraries (Visa, MasterCard, cheque or cash)
Mail: UBC Library – Fines Dept,
1958 Main Mall,
Vancouver, BC, V6T 1Z2
(Visa, MasterCard or cheque)
Telephone: 604.822.5532, Monday-Friday,
10am – 4pm
(Visa or MasterCard)
Online: Students can pay by logging into the
UBC Student Service Centre
(Visa, MasterCard or bank transfer)

 

How to Appeal Fines & Other Charges

  • To appeal a charge, complete and submit an online Fines Appeal Form
  • Contact the Overdues Unit in the branch that issued the bill to discuss fines or other charges
  • Paper-based Appeal Forms are also available at any checkout desk and should be submitted to the branch that issued the fine
  • If you are not satisfied with the outcome of your appeal, you may submit a second written appeal to the head of the branch involved
  • If you are still not satisfied with the outcome, the Appeals Subcommittee of the Senate Library Committee will adjudicate and its decision will be final

 

Lack of knowledge of loan regulations, failing to note due dates, failing to renew on time, and failing to receive courtesy/overdue reminder notices are not acceptable reasons for cancellation of charges.

 

Notification of Overdues, Recalls, Fines & Other Charges

  • The Library sends notices about overdue items, recalls, fines and lost charges by email or regular mail
  • Email notification provides:
    • overdue/fine notice at 1 day and 14 days overdue
    • lost charge notice at 28 days overdue
    • end-of-term notice listing all fines and charges owed
    • notice as soon as any fine or charge is incurred
    • notice that an item on loan to you has been recalled
    • courtesy reminder of items due in 3 days (course reserves excluded)
  • Regular mail notification provides:
    • overdue/fine notice at 14 days overdue
    • lost charge notice at 28 days overdue
    • end-of-term notice listing all fines and charges owed
    • notice that an item on loan to you has been recalled
    • It is your responsibility to ensure that the Library has your current email or mailing address
    • Borrowing privileges will be suspended if mail is returned from the address on file

 

Suspension of Privileges

  • Borrowing privileges may be suspended for the following reasons:
    • Failing to pay fines
    • Failing to maintain a current mailing address
    • Causing disruption in the Library through loud conversation, eating in unauthorized areas, or other inappropriate behaviour

 

Privacy of Borrowing Records

  • In accordance with BC’s Freedom of Information and Protection of Privacy legislation, the Library does not release personal information about borrowers including information about items on loan
  • It is a borrower’s responsibility to ensure that personal information is not left displayed on Library public workstations in a way which makes it accessible to others and to change their PIN to prevent unauthorized use