Policy Title: Library Fines Policy
Policy Number: LP-013
Type of Policy: Library
Last Reviewed Date: Aug 2025
Next Review Date: July 2028
Responsible Administrator: Dean of Libraries
Policy Owner: Library
Contact Name: Adam Kubik
Contact Title: Head of Collection and Resource Management
Contact Email: Library@clayton.edu
Policy Statement:
It is the policy of the Clayton State University Library to hold users responsible
for items that are lost or damaged while in their possession.
Reason for Policy:
Library policies are created to assist students, faculty/staff, and community users with developing a welcoming and inviting
study and research space within the library facility. Each policy explains who, how,
and when the library building, resources, etc. can be accessed. In the event library
property becomes lost or damaged, or there is a disturbance during operating hours,
policies and procedures explain how these matters will be resolved.
Policy Scope:
This policy applies to Clayton State University library employees and all patrons authorized to borrow items from the Clayton State University library.
Policy:
Replacement and processing fines are assessed when an overdue item has been declared
lost by the library, an item has been declared lost by the user, or when an item is
returned in a damaged condition. Clayton State University Library reserves the right to change its policies on lost/damaged
item replacement charges without prior notice.
Procedures:
Assessing Fines
- Patrons are billed for replacement at 30 days overdue for circulating books and non-print materials.
- Patrons are billed for replacement at 24 hours overdue for equipment and course reserves materials.
- Lost items returned in good condition may have fines waived at the discretion of the library.
- If the actual cost paid for the item by the Clayton State Library is available in the library management system, then the charge is that cost plus a non-refundable $10.00 processing fine.
- If the actual cost paid is not available, then a flat fine is charged based on the
type of material plus a non-refundable $10.00 processing fine.
-
- Circulating Books $45.00
- Non-Print Materials $30.00
- Equipment $120.00
- Course Reserves $120.00
- Laptops $1,200.00
-
Banner Hold
A Banner hold is placed on student, faculty, and staff accounts when an overdue item is declared lost, blocking access to resources and services including:
- Materials checkout
- Study room usage
- Equipment usage
- GIL Express
- Interlibrary Loan
In addition to the loss of services described above, a Banner hold will prohibit students from registering for classes or obtaining their degree. Faculty and staff must return all library materials and pay any outstanding library fines prior to leaving employment.
Payments
Replacement items are not accepted in lieu of payment. Patrons who owe library fines
can make payments online at the Bursar's website. Once replacement and processing charges have been paid, they are not refundable
if an item is subsequently returned.
Definitions:
Lost: A circulating book or non-print material that is more than 30 days overdue; a piece of equipment or course reserves material that is more than 24 hours overdue; an item a user is unable to locate and return to the library.
Damaged: An item returned in a condition that affects the content of the item or its ability to be used by other patrons when the condition cannot be attributed to normal wear.
Non-Print Materials: Includes but is not limited to CDs, DVDs, VHS tapes, etc.
Equipment: Includes but is not limited to adapters, chargers, DVD players, headphones, laptops, webcams, etc.
Course Reserves: An item placed on reserve for a specific course with a short-term loan (2-hour, 1-day, 7-day)
References/Sources:
Policy History:
| Revision Date | Author | Description |
|---|---|---|
| 08/08/2016 | Library Leadership | Effective date |
| 01/08/2021 | Library Leadership | Updated links |
| 11/03/2022 | Library Leadership | Added language about waiving fines/fees |
| 04/07/2025 | Library Leadership | Reformatted to new template |
