Lost Item Replacement Policy
This policy and billing cycle is effective as of August 17th, 2009
To ensure that items owned by the Libraries are available to patrons, the Smathers Libraries will attempt to quickly replace each item lost by patrons with an exact copy, an updated edition of the title, or a similar title. The libraries no longer refund replacement costs for items that are returned after replacement copies are ordered. Overdue fines related to lost items are not increasing and are not refundable if the book is subsequently returned. Specific fines and fees are delineated at http://www.uflib.ufl.edu/ps/Circ/fines.html.
This policy and billing cycle is effective on August 17, 2009 for the Smathers Libraries, excluding the Health Science Center Libraries. The Legal Information Center is also excluded. Please refer to their web sites for billing policies.
- If a lost item is returned before the maximum overdue fine is assessed, there will be no replacement processing fine or replacement cost billed to the patron. The associated overdue fines will not be refunded.
- If a lost item is returned after the maximum overdue fine is assessed and before a replacement copy is ordered, there will be no replacement cost billed to the patron. The associated overdue fines and replacement processing fines will not be refunded.
- If a lost item is returned after a replacement copy has been ordered, the assessed replacement cost will not be refunded. The associated overdue fines and replacement processing fines will not be refunded.
To ensure condition and accuracy of the item and catalog, the library only orders replacement copies through trusted vendors. The library will not accept patron-supplied replacement copies.
Borrowers have personal responsibility for renewal and return of materials to avoid fees. In the rare event of a request for refund, refund charges must be submitted on the Request for Refund Form within 90 days of the billing date. Requests must contain the borrower’s name and UFID number as it appears on university records, a description of the charges being appealed, and an explanation of the extraordinary circumstances that justify why the charges should be waived or adjusted. Please include a copy of the bill and other substantiating documentation and submit to Library Administration at PO Box 117000, Library West. Please allow 30 days for processing.
The timeline for notices to patrons and reports to staff is outlined here. Please note, items that have been recalled or are only offered for Short-Term Loans are on an abbreviated schedule. There are variations to the maximum fine and replacement costs depending upon the type of item.
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 |
Replacement processing fine |
21 days after due date |
Bill patron $35/item |
To-be-ordered report for staff |
22 days after due date |
Begin order process for replacement |
Final bill |
45 days after due date |
Bill patron for replacement price |
Recalled General Loans & 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 |
Replacement processing fine |
6 days after due date |
Bill patron $35/item |
To-be-ordered report for staff |
8 days after due date |
Begin order process for replacement |
Final bill |
45 days after due date |
Bill patron for replacement price |
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Last updated November 24, 2009 - akm