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Replacement Policies


Lost Item Replacement Policy
George A. Smathers Libraries at the University of Florida are responsible for managing a large collection of state-owned materials and must provide incentive for these materials to be returned in a timely manner.  When patrons have failed to return or renew library materials until after the due date has passed, the libraries declare the materials “Lost” and begin replacement procedures.  The Libraries will attempt to quickly replace each lost item with an exact copy, an updated edition, or a similar title.

Library Fine/Fee Appeals

If you think that the library has made an error that resulted in a financial charge, or if you have a unique situation or extenuating circumstances that made it difficult to return or renew Library materials on time, you may file an appeal; charges may then be upheld, reduced, or waived. To file an appeal, please submit this online form . The following reasons are NOT generally regarded as valid for cancelling or reducing charges:

Patron’s responsibilities
The Libraries send emails only to GatorLink addresses. Patrons are personally responsible for renewal and return of materials to avoid incurring fines/fees.  Patrons should check their email frequently for correspondence from the libraries.

General Loans (books and storage items)


Type of Notice

# Days Relative to Due Date

Library Action

Soon-to-be-due​

7 days before due date

Send patron courtesy reminder

Item due

1 day before due date

Send patron courtesy reminder

Maximum overdue fine​

20 days after due date

Bill patron $5/item; patron is sent email

Processing charge

25 days after due date

Bill patron $35/item; patron is sent email

​Staff search​

​35 days after due date

​Circ staff searches for items

​Final bill (only for default price items)

No later than 55 days after due date

Bill patron for replacement; patron is sent email batch

Recalled General Loans


Type of Notice

# Days Relative to Due Date

Library Action

Item recalled​

​Varies 10 days to 3 weeks

​Send patron notice

​Item recall cancelled​

​Varies

​Send patron notice

Item due

1 day before due date

Send patron courtesy reminder

Maximum overdue fine

5 days after due date

Bill patron $5/item

Processing charge

6 days after due date

Bill patron $35/item

​Staff search

​8 days after due date

​Circ staff searches for items

To-be-ordered report for ACQ staff

10 days after due date

Begin order process for replacement

​Final bill

​After 10 days

Bill patron for replacement price; patron is sent email from ACQ

Final bill  (only for default price items)

No later than 55 days after due date

Bill patron for replacement price; patron is sent email batch

Short-Term Loans (journals, videos, reserves)


Type of Notice

# Days Relative to Due Date

Library Action

Item due

1 day before due date

Send patron courtesy reminder

Maximum overdue fine

5 days after due date

Bill patron $5/item

Processing charge

6 days after due date

Bill patron $35/item

​Staff search

​8 days after due date

​Circ staff searches for items

To-be-ordered report for ACQ staff

10 days after due date

Begin order process for replacement

​Final bill

​After 10 days

Bill patron for replacement price; patron is sent email from ACQ

Final bill  (only for default price items)

No later than 55 days after due date

Bill patron for replacement price; patron is sent email batch