Loan Periods, Fines, and Renewals
Loan Periods and Fines
Loan periods vary by material type.
- Nine weeks: Exercise DVDs that are specifically marked
- Three weeks: Most materials
- Two weeks: Adult books with a New sticker, Hot Pick books, new nonfiction DVDs, and TV shows
- One week: Entertainment DVDs, games, Playaway Views
- Three days: Hot Pick DVDs
Overdue fines are 20 cents per day. Fines are charged only if the item is returned late.
Items can be renewed or will automatically renew up to five times. An item may not renew if it
- is on hold for another borrower
- is part of a non-renewable collection, such as Hot Pick books, HotPick DVDs, and Gizmos
- has already been renewed the maximum number of times
- is borrowed on an account that has reached the fines threshold
- was retrieved from a library outside of the SWAN library system, such as WorldCat
- was retrieved for a Book Discussion group
Thresholds and Borrowing Restrictions
- $10 in overall overdue fines and fees
- One or more materials overdue 50 days or more
- Combined household charges of $30 or more — may result in the entire household being restricted if the bills are not cleared in their entirety within 30 days
- An individual with a combined value of $40 or more in outstanding fees — may be sent to a collection agency; additional fees would apply
Members who have reached these thresholds will be denied library card privileges until the restrictions have been removed. Parents or guardians are also financially responsible for any fines or fees accrued on cards for which they have cosigned; therefore, their personal card may be barred from library privileges until the restrictions have been removed.
Overdue and Lost Materials
- Notices for outstanding fines (items that were returned after the due date) are sent once per month when the total amount owed reaches $10 or more
- Overdue notices for unreturned items are sent out when items reach:
Loan Length 1st Notice 2nd Notice 2-3 weeks 2 weeks overdue 4 weeks overdue 1 week 1 week overdue 2 weeks overdue 3 days 2 days overdue 2 weeks overdue
- A bill for the cost of the materials is sent at seven weeks overdue
If eligible, a collection notice is sent 10 days after the previous notice or when the item reaches 50 days overdue. To determine collection eligibility see Thresholds and Borrowing Restrictions.
All notifications are considered a courtesy and do not lessen the responsibility of the member to return items on time. Fines will not be waived because notices did not reach the responsible party.
Overdue fines accumulate per day until reaching the maximum fine of $8. Billing fee charges are added when overdue items reach 50 days overdue. The charges are $2 per item up to nine items; ten items or more receives a maximum billing fee of $30.
Paying for an Item
When an item is lost but paid within 50 days of the due date, the member will be charged the cost of the item and the processing fees.
Items not returned within 50 days of the due date will be assumed lost, and the cost of the item, processing fee, and billing fee will be attached to the member’s record; and the member’s borrowing privileges will be suspended until the item is returned and/or all associated fees have been paid.
The library does not accept replacements for lost items.
Finding a Lost Item
If the item has been paid but found and returned within three months of the due date, the cost of the item and processing fee will be refunded, less the $3 administration fee. After three months, all charges are non-refundable and the item is non-returnable.
Charges for Lost or Damaged Items
Replacement charges for currently available materials will be the current available prices found in the bibliographic record. If a price is not listed in the bibliographic record, a current market price will be investigated. If a new copy of the same item is no longer available, an average replacement cost will be assessed. All lost and/or damaged items will also incur a processing fee.
Charges for Missing and/or Damaged Pieces
Items that circulate with multiple pieces may incur a replacement charge if it is returned with a piece(s) missing or damaged. The head of the owning department will evaluate if the item can still be circulated with the piece(s) missing, and a Circulation Supervisor will determine if a fee will be assessed. All charges are non-refundable. These items may include:
- Books circulating as a set (Bob Books)
- Kits/Books with a disc included
- $1 for torn pages
Multi-Disc CDs and DVDs:
Items that circulate with a plastic case, informative insert, and media piece may incur a nominal flat fee of $3 if either the insert or case is lost. If both the insert and case is lost, a fee for the cost of the entire item may be assessed. All charges are non-refundable. See Charges for Lost or Damaged Items section for more.
Discs missing from a book on CD may be replaced for a flat fee depending on the company from which the item was purchased. All charges are non-refundable.
Price Review and Diminished Value Charges
A member may request a Review of Replacement Cost based on age or condition of a lost or damaged item. All requests will be referred to the Circulation Director who may offer a discounted price at his or her discretion.
- For paperback items, a 10% discount per year of library age of item to a maximum discount of 50% may be offered.
- For hardcover items, a 10% discount for every two library years of age of the item to a maximum of 50% may be offered.
- Discounts for audio visual items, puzzles, or puppets will be on a case by case basis; a reduced charge may not be offered.
Replacements for missing or damaged items will not be accepted.
A Diminished Value Charge may be assessed for items that have been damaged but are considered by the head of the owning department to still be usable. This charge would not exceed 50% of the original cost of the item and will be up to the head of the owning department for evaluation and fee determination.