RUL 02.61.07 – Library Materials Management

Authority: Senior Vice Provost and Director of Libraries

History: First Issued: September 2002. Last Revised: October 19, 2007.

NC State University Libraries Petition/Appeals Process
NC State University Libraries Return On Time or Renew: Rules on Overdue Materials
NC State University Libraries

Contact Info: Senior Vice Provost and Director of Libraries (919-515-7188)

1. Purpose:

To assure the availability of library materials to all borrowers, and to assist the Libraries in exercising good stewardship over library collections.

2. Intent:

To ensure the timely return of materials checked out from the Libraries by students, faculty, staff, and NCSU affiliates. If library materials are not returned on time, to provide a fair process for reimbursement of the replacement and processing costs by borrowers, and for appeals related to these costs.

3. Procedures

3.1 Materials Management Process

3.1.1 Borrower Types, Eligibility, and Privileges

Following are the types of borrowers, eligibility, ID necessary to register and check out materials, and loan periods offered by the NC State University Libraries.

Borrower Type Persons Eligible Cost of Borrowing ID Required Loan Period
Undergraduate NCSU Undergraduates N/A AllCampus ID 30 days
Graduate Student NCSU Graduate students and researchers N/A AllCampus ID 90 days
Faculty NCSU Faculty N/A AllCampus ID 90 days
Staff NCSU Staff N/A AllCampus ID 30 days
Faculty Spouse Spouse of NCSU Faculty N/A Photo ID and 811 card 30 days
NCSU Retired Faculty Retired NCSU Faculty members N/A AllCampus ID or 811 card with Photo ID 90 days
University Affiliate Staff of Centennial Campus companies. Must work at the NCSU location. N/A AllCampus ID 90 days
Government Employee Persons working for the state, county, city or federal government $100.00 annual fee Government ID or recent pay stub 15 days
RTP Employee Persons whose place of employment has a zip code of 27709 $100.00 annual fee Work ID or recent pay stub 15 days
Friends of the Library Any person may join the Friends of the Library $50 one time card fee plus $100 annual individual membership fee Photo ID and 811 card 30 days
TRLN Students, Faculty, and Staff at Duke, NCCU, or UNC-CH N/A University ID 30 days
University of North Carolina System Students, Faculty, and Staff at any of the 16 UNC System schools N/A University ID 30 days
Cooperating Raleigh Colleges Students, Faculty, and Staff at Meredith College, Peace College, St. Augustine’s, and Shaw University N/A University ID and Borrowing Form for Students 15 days

3.1.2 Library Borrowing Records/Renewing Books Online

Patrons may view their library accounts (books checked out, due dates, etc.) and renew books online by clicking on “Library Account” on the Libraries’ home page.

3.1.3 Late Return Fees

Late return fees are not assessed for most overdue materials. However, hourly or daily late return fees are charged for recalled items and reserve materials, including laptop computers. See details at: NC State University Libraries Rules on Overdue Books.

3.1.4 Lost Materials

Books or other materials that have not been returned or renewed by 10 days past their due dates will be treated as “lost,” and bills issued for a default replacement cost and processing costs related to their replacement. For books not returned or renewed by 60 days past their due dates, the processing cost will still be owed, even if the item is later returned.

3.1.5 Billing for Non-Returned or “Lost” Materials

The initial amount billed will be $100, which is a default replacement cost, plus a standard $25 processing cost per item to recoup the administrative, supply, and staff costs related to replacement.

After the initial billing, if the overdue items are not returned, they are designated as “lost,” and the actual replacement cost is calculated at the time of payment or upon request. The processing cost remains at $25. Returning the items before they are 60 days overdue results in the waiver of both the replacement cost and processing charges. If the items are returned after that time, the replacement cost is waived or refunded, but the processing cost is still owed, since by this time the Libraries has had to initiate processes for replacement and address any subsequent borrower requests for the items through interlibrary loan or other measures.

3.1.6 Suspension of Library Borrowing Privileges

Library borrowing privileges will be suspended for borrowers who have materials more than 60 days overdue or unpaid balances. Borrowing privileges are reinstated when the materials are returned or all charges are paid.

3.2 Appeals

3.2.1 Overview of the Petition/Appeals Process

The petition/appeals process has two stages. A petition may be made first, to the Libraries. If the Libraries’ decision is not satisfactory to the borrower, an appeal may be made to an Appeals Committee consisting of faculty and student representatives. The committee provides a forum in which a final decision can be made.

3.2.2 Petition/Appeals Process

If a borrower believes a charge for overdue, damaged, lost, or “claimed returned” materials is unfair or erroneous, he or she may petition or appeal the charges at two levels. The petitioner must follow the petition/appeals process steps in order.

Step 1 – A Petition for Review of Library Charges

a. Petitions must be in writing on a Libraries’ petition form, which can be found at: NC State University Libraries Website.

Petitions must be completely filled out or they will be returned.

b. The petition should be mailed to: Head of Access and Delivery Services, D.H. Hill Library, Box 7111, Raleigh, NC 27692-7111 within sixty (60) calendar days of the due date of the materials. At that time, if the materials are not returned and charges are not paid, borrowing privileges are suspended until the matter is resolved.

c. A decision will be sent within fourteen (14) calendar days after receipt of the petition to the address provided by the borrower on the petition form.

d. If any charges remain in effect after the petition decision, borrowers will continue to be liable for the amount due, and borrowing privileges will remain suspended, unless and until a different decision is reached upon appeal.

e. Charges will be transferred to the University Cashier and other debt collection offices if they remain unpaid after appeals are completed within the Libraries.

f. A petition to remove charges will not be granted when it is based on any of the following reasons:

• lack of knowledge of due date or charges, including processing fees

• failure to receive a notice or bill; and/or

• material checked out for someone else or given to someone else.

g. If the petition is denied, the borrower will have fourteen (14) calendar days from the date that he or she received or should have received the petition decision to appeal the case to the Appeals Committee.

Step 2 – An Appeal to the Appeals Committee

The Appeals Committee consists of faculty, students, and staff appointed by the University Library Committee. To appeal a charge after a petition is denied, the following process must be followed:

a. The borrower must complete an appeal form (see: NC State University Libraries Petition/Appeal Process) in writing and send it to the following address: Appeals Committee, c/o Head, Access and Delivery Services, D.H. Hill Library, Box 7111, Raleigh, NC 27695-7111, or via the web.

b. On the form, be sure to check the block next to the words, “Appealing a petition decision.”

c. Upon receipt of the appeal document, the borrower will be notified of a hearing date, time, and location. Attendance by the borrower is optional. A borrower’s case will be reviewed whether or not he or she is in attendance.

d. The borrower will receive notification of the decision of the Appeals Committee by mail.

e. The decision of the Appeals Committee is the final institutional decision.

f. Cases not processed through the petition system may not be appealed.