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Loan Policies and Fines

UBC Library has eliminated most daily overdue fines for all library users. Overdue fees continue for high-demand items, including recalled items. Charges for items deemed lost, which applies to items not returned after more than 28 days, 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 one of the following valid IDs – UBCcard (physical or digital), UBC Library community card or Alumni card (physical A-card or alumni app with barcode) in order 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 2 weeks
  • Undergraduates, community borrowers (including Alumni)
8 weeks
  • Graduate students
  • UBCV & UBCO staff
term loans
  • Faculty
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 Journals (1 day)
  • Education Library (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
  • If a laptop is not returned by the time due, the borrower will be assessed a late fee of $20 per hour or portion thereof (for a 4-hour loan) or $50 per day or portion thereof (for a one-day or multi-day loans), up to a maximum late fee 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 or $50/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
**late fees vary by library branch depending on loan period. If a laptop is not returned by the time due, the borrower will be assessed a late fee of $20 per hour or portion thereof (for a 4-hour loan) or $50 per day or portion thereof (for a one-day or multi-day loans), up to a maximum late fee of $200, plus lost charges for laptops more than 10 hours overdue

Fines and Charges Payment

Online: All users can pay by going to the UBC Library Online Payment System

Students can also pay via the UBC Student Service Centre

 The Library Online Payment System accepts Visa, Mastercard and Interac Debit cards.

The Student Service Centre accepts Visa, Mastercard or bank transfer

How to Appeal Fines & Other Charges

  • To appeal a charge, complete and submit an appeal through the Library Accounts Assistance Form
  • 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.
  • For more information please contact:

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