I. Policy Information

Policy Title: UIS Library Policy on Fines and Fees
Policy Owner: UIS Library User Services Department
Responsible Official: Program Coordinator Patron Services
Approved by: UIS Library Leadership Team
Date Approved: 9/25/24
Effective Date: 9/25/24
Targeted Review Date: April 2026
Contact: questions@uis.libanswers.com
Related Policies:

II. Scope

This Policy applies to all UIS library users, including: staff, faculty, graduate/undergraduate
students, emeritus faculty, I-Share patrons, reciprocal borrowers, alumni, and Friends of the
Library.

This Policy only applies to materials loaned from UIS. If UIS patrons request materials from
other I-Share institutions, they will be subject to the policy of the lending institution.
 

III. Definitions

I-Share: Resource-sharing service supported by the Consortium of Academic and Research
Libraries of Illinois. This allows patrons from our institution to easily request materials from
other university libraries throughout Illinois.

Overdue: Library materials are considered overdue the day after the due date. No overdue fines
are accrued, but the item must be returned to avoid replacement fees.

Lost: Library materials are automatically moved to lost status after being overdue for an
extended period of time. Lost status does not necessarily mean that items are indeed lost. Feature
Films and Library of Things items are moved to lost status after 7 days overdue. All other
materials are moved to lost status after 35 days overdue.

Fines: These are daily-accrued penalties for the late return of materials. We do not have fines.

Fees: These are replacement charges for lost, damaged, or otherwise unreturned materials. We
continue to charge replacement fees.
 

IV. Purpose

The purpose of the Policy is to facilitate the return or replacement of library materials in a timely
manner, so as to ensure equitable access for all our patrons. This is in line with our library
mission to support creative discovery, passionate scholarship, and cultural enrichment.

V. Background

The UIS library aims to provide a rich collection of resources which are accessible to our
patrons. In order to maintain equitable accessibility to these communal resources, these materials
have limited loan periods. When these loan periods lapse, the item is due back in a timely
manner. When the item is not returned or is otherwise lost or damaged, library fines and fees act
as a means to recover or replace overdue items.

VI. Statement of Policy

Overdue Fines

We believe that our patrons care about library materials. Often, overdue items are the result of a
variety of life factors which may delay the return of these items. So we do not charge any
overdue fines.

Lost/Damaged Item Fees

When items are overdue for an extended amount of time, they may be labeled as lost by our
library management system. This occurs 35 days after an item is overdue for general collection
materials and 7 days for feature films, locker keys and Library of Things items. Even if you
receive an email stating an item is lost, it can still be returned and fees will be waived. If items
are not returned or are lost/damaged, patrons may be held responsible for replacement costs of
these items.

Please note: our library system has automatic renewals. So when something goes into lost status,
it has already been renewed the maximum number of times.

In addition to these automatic renewals, we send out a series of notices before sending charges to
the Cashier's office (aka the university bursar). Even if charges have been added to your
university/student account, you can still return the item and the library will remove the charge or
credit the amount back to you.

Be aware that fees can affect your transcripts, receipt of diploma, and other bursar-related
activities. To avoid these issues, please return items in a timely manner or work to provide a
replacement for lost/damaged items.

Paying Fees

If you have been charged a replacement fee, it will be posted to your student/university account.
You cannot pay these fees in the library or with iCard. These fees must be paid through your
online account as you would normally pay for your tuition and fees. For more information about
this, please contact the university bursar.

For further assistance, please reference their guide to paying your university bill.
 

Replacements

We accept good-condition replacements. They must be the same item or a newer edition. Please
contact us and we will help you find an acceptable replacement. Please see our related FAQ for
more information on finding a replacement. If you are providing a replacement, please let us
know so that we can remove any fees from your account.

If you need to ship us a replacement, our mailing address is:

1 University Plaza, MS BRK 140
Springfield, IL 62703

Claimed Returns

If you have received an email about a lost item which has already been returned, please submit a
claimed return form and our staff will address this as soon as possible.

Once this form is received, employees will conduct a thorough check to locate the item. When
found, it will be removed from your account and all fees will be waived. We kindly ask that you
check your home/vehicle/etc. as our staff searches for the item. Please note: while the item is
being searched for, it will remain on your library account. However, during this time, no fees for
this item will be charged to your account.

Claims of returned items are accepted at the discretion of library staff.

Fee Waiver

We understand that sometimes extraordinary circumstances can affect the return of library
materials. As such, we accept requests for fees/fines to be waived. These requests are processed
on a case-by-case basis and are subject to the approval of our librarians and staff.

If an item has been lost or damaged and you'd like to submit a fee waiver, you must fill out a fee
exemption request.

Blocks

We avoid placing blocks on library accounts except when absolutely necessary. To resolve these
blocks, overdue items should be returned or fees should be paid.

All accounts with 5 or more overdue items are automatically blocked from checking out
additional items.

Blocks for fees are placed when patrons reach a certain fee limit. See the different fee limits
below:

Faculty and Emeritus Faculty: $400+
Students and Staff: $200 +
I-Share Patrons, Alumni, Friends, Reciprocal Borrowers, and Visiting Scholars: $75+
 

Additional blocks are placed at the discretion of library staff.

Please note: in line with our I-Share agreement, we sometimes place blocks in order to facilitate
the return of another institution’s materials. To avoid such blocks, make sure to return materials
on time.