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 |
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| 8 weeks |
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| term loans |
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| Course Reserves | 2 hrs, 1 day, or 3 days |
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| Journals | Library use only except: |
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| 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 |
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| Videos/DVDs/Film | 3 days at most branches |
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| 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
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
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) Debit and cash only at UBC Okanagan |
| 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
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