Loan Policies and Fines

UBC Library is eliminating most daily overdue fines for all library users. Overdue fees will continue for high-demand items, including recalled items. Charges for items deemed lost, which applies to items not returned after more than 28 days, will also remain in effect.

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
  • Library cards are not transferable and may be confiscated if misused
  • 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:
  • A replacement fee may be charged for lost cards
  • Fines and charges must be paid in full before Library privileges will be renewed

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
  • 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 4 weeks
  • Undergraduates, community borrowers (including Alumni) & UBCV staff
8 weeks
  • Graduate students (2 weeks at hospital branches)
term loans
  • Faculty (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)
  • Education (1 week)
  • Law Library (2 days)
  • Asian Library (1 week)
  • UBC Okanagan 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, UBC Okanagan 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 7 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 if they have not been recalled by another borrower
  • Course Reserve items can’t be renewed

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
  • All other items can be returned to any UBC Library branch

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

Fines Policy

  • UBC Library has eliminated most overdue fines with the exception of high-demand items such as those that have been recalled as well as Course Reserves and equipment such as laptops
  • 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 with Recalls/Holds $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

Online: Students can pay by logging into the
UBC Student Service Centre
(Visa, MasterCard or bank transfer)

 

How to Appeal Fines & Other Charges

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
  • Email notification provides:
    • overdue/fine notice at 1 day and 7 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 (short term loans i.e. anything 3 days or less are excluded)
  • It is your responsibility to ensure that the Library has your current email address.

 

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