RUL 02.61.07 – Library Materials Management

Authority: Senior Vice Provost and Director of Libraries

History: First Issued: September 2002. Last Revised: November 13, 2019.

NC State University Libraries Petition/Appeals Process
NC State University Libraries Rules on Overdue Materials
NC State University Libraries

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

1. Purpose:

The NC State University Libraries must assure the availability of library materials to all borrowers including students, faculty, staff, and university affiliates.  This rule establishes the Libraries’ processes and procedures to assist in exercising good stewardship over library collections

2. Procedures

2.1 Materials Management Process

2.1.1 Borrower Types, Eligibility, and Privileges

The following are the types of borrowers, eligibility, ID necessary to register and check out materials, and non-reserve book loan periods offered by the NC State University Libraries.

Borrower Type Persons Eligible Cost of Borrowing ID Required Non-Reserve Book Loan Period
Undergraduate NC State Undergraduates N/A Wolfpack One Card 30 days
Graduate Student NC State Graduate students and researchers N/A Wolfpack One Card 90 days
Faculty NC State Faculty N/A Wolfpack One Card 90 days
Staff NC State Staff N/A Wolfpack One Card 30 days
Spouse/Partner of Faculty, Staff, or Graduate Student Spouse/Partner of Faculty, Staff, or Graduate Student N/A Photo ID and 811 card 30 days
NC State Retired Faculty Retired NC State Faculty members N/A Wolfpack One Card or 811 card with Photo ID 90 days
University Affiliate Staff of Centennial Campus companies. Must work at the NC State location. N/A Wolfpack One Card 90 days
Government Employee Persons working for the state, county, city, or federal government $50.00 annual fee Government ID or recent pay stub 15 days
RTP Employee Persons whose place of employment has a zip code of 27709 $50.00 annual fee Work ID or recent pay stub 15 days
Friends of the Library Any person may join the Friends of the Library Variable. See Friends of the Library website. 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 other 16 UNC institutions N/A University ID 30 days
Cooperating Raleigh Colleges Students, Faculty, and Staff at Meredith College, Peace College, St. Augustine’s, Shaw University, and Wake Technical Community College N/A University ID and Borrowing Form for Students 15 days

2.1.2 Additional Borrowing Privileges

Reserve material, media, and technology lending items have different borrowing privileges and loan periods than those listed in Section 2.1.1 above for books. See the Libraries’ Borrowing & Privileges guide for details.

2.1.3 Library Borrowing Records/Renewing Books Online

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

2.1.4 Late Return Fees

Hourly or daily late return fees are charged for certain technology lending items, recalled items, and reserve materials. Late return fees are not assessed for most overdue non-reserve books, media, or games. See Rules on Overdue Materials and Fine Structure and Grace Periods.

2.1.5 Lost Materials

Non-reserve books that have not been returned or renewed by 60 days past their due dates are treated as “lost,” and bills are issued for a default replacement cost and a processing cost related to their replacement. For a non-reserve book returned or renewed more than 60 days past its due date, the replacement cost is waived, but the processing cost is still owed.

2.1.6 Billing for Non-Returned or “Lost” Materials

The amount billed for each lost non-reserve book is $100, plus a $25 processing cost per item to recoup the administrative, supply, and staff costs related to replacement. In lieu of the $100 replacement cost, a patron may purchase a replacement copy of the lost book subject to replacement requirements. If the items are returned after 60 days past their due date, the replacement cost will be waived or refunded, but the processing cost is still owed. The Libraries allows refunds up to 90 days after payment.

2.1.7 Suspension of Library Borrowing Privileges

Library borrowing privileges are suspended for borrowers who have non-reserve books more than 60 days overdue and/or unpaid balances of $125 or greater. Borrowing privileges are reinstated when the materials are returned or all charges are paid.

2.2 Appeals

2.2.1 Overview of the Petition/Appeals Process

The petition/appeals process has two stages. First, a petition may be made to the Libraries’ Access Services Department. If the initial decision is not satisfactory to the borrower, amounts under $250 may be appealed, and a review will be conducted by a designated Libraries staff member.. Appeals of $250 or more are reviewed by an Appeals Committee consisting of faculty, staff, and student representatives. The committee provides a forum in which a final decision can be made. All cases must be processed through the Petition/Appeals Process below, or the appeal will not be considered.

2.2.2 Petition/Appeals Process

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

Step 1 –Petition for Review of Library Charges

  1. Petitions must be submitted via the Libraries’ online Petition/Appeal form. On the form, select “Petitioning an initial charge” under “Action Request.”
  2. The petition must be submitted within sixty (60) calendar days from the date the materials are billed. Borrowing privileges will not be suspended during the appeals process.
  3. A decision will be sent to the borrower within seven (7) calendar days after receipt of the petition.
  4. If any charges remain in effect after the petition decision, borrowers will continue to be liable for the amount due, unless and until a different decision is reached upon appeal.
  5. Charges will be transferred to the appropriate campus unit if they remain unpaid after appeals are completed within the Libraries.
  6. A petition to remove charges will not be granted when it is based on any of the following reasons:
    1. lack of knowledge of due date or charges, including processing fees
    2. failure to receive a notice or bill; and/or
    3. material checked out for someone else or given to someone else.

7. If the petition is denied, the borrower will have fourteen (14) calendar days from the date the decision is provided, or attempted to be delivered, to the borrower to appeal the         case to the Appeals Committee.

Step 2 –Appeals

To appeal a charge after a petition is denied, the following process must be followed:

  1. The borrower must complete the Libraries’ online Petition/Appeal form.
  2. On the form, borrowers should select “Appealing a petition decision” under “Action Request.”
  3. A decision on appeals under $250 will be made by the designated Libraries staff member. Notification of this decision will be sent to the borrower.
  4. Appeals for $250 or more will be sent to the Appeals Committee, which consists of faculty, students, and staff appointed by the University Library Committee.
  5. Upon receipt of the Petition/Appeal form, 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 by the Appeals Committee whether or not they are in attendance. The borrower will be notified of the decision of the Appeals Committee.
  6. The decision of the Appeals Committee or Libraries staff member is the final institutional decision.