Loan Policies and Fines

Borrowing Material

• Borrowers must present a valid library card to borrow material
  • UBCcard (physical or digital version)
  • Community Borrower library card
  • Alumni card (physical Acard or Alumni app with barcode)
• Library cards are non-transferable and borrowers are responsible for all material signed out to their account. A replacement fee may apply for lost library cards and all outstanding fines and fees must be paid before library privileges will be renewed.
• If you are unable to come to campus to pick up your library materials, please complete the UBC Library Proxy Patron Form. This form will authorize an individual to borrow materials on your behalf for a specified period of time. Proxy patrons picking up materials must be 18 years or older, and must provide one piece of government issued photo ID.
• Lost or stolen cards issued by the UBC Carding Office can be reported online
• Lost or stolen cards issued by UBC Library should be reported to:
  • Vancouver: overdues.koerner@ubc.ca
  • Okanagan: libquestions.ok@ubc.ca

Loan Regulations

• Borrowers are responsible for the return of all material in good condition
• Requested items (such as items coming from the ASRS/PARC, recalled items, or DocDel items) will be held for users at the chosen pickup location for 7 days. You will receive an email informing you when your item is available for pickup.
• Loan periods may be shortened and borrowers will be notified of recalled items by email
• Items are due before the library closes on the due date or the date/time noted

Renewing Material

• Most items can be renewed if they have not been recalled by another borrower
• Course Reserve material and equipment cannot be renewed

Recalling Material

• Borrowers can recall items charged out to other borrowers
• Renewed items may be recalled by another borrower and the due date may be updated
• Borrowers who fail to return recalled items by the due date will incur fines and library privileges will be suspended until the recalled items are returned

Returning Material

• Course Reserve material, Interlibrary Loan material, equipment and Videomatica items must be returned to the branch where they were borrowed
• 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

Loan periods

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
  • 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

*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

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:
  • Vancouver: overdues.koerner@ubc.ca
  • Okanagan: libquestions.ok@ubc.ca

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