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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.

• If a lost item is returned before the maximum overdue fine is assessed (20 days after due date for regular loan, 5 days after due date for short-term loan), there will be no replacement processing charges or replacement cost billed to the patron. Any 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 (25 days after due date for regular loan, 6 days after due date for short-term loan), there will be no replacement cost billed to the patron. The associated overdue fines and processing charges 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 processing charges will not be refunded.
•  The total replacement charges include the cost of the material as assessed by the library (item price) and the cost of processing the material for the shelves (processing charges).
• 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 the Library Fines and Fees Page
• If the patron wishes to appeal replacement charges and explain extraordinary circumstances that justify why charges should be waived, they may submit an appeal via the Request for Refund Form within 90 days of the billing date.

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:

• Forgetting or not knowing due dates, amount of fines, or Library policy
• Disagreeing with fee structure or Library policy
• Loaning the item to a third party, or checking material out on their behalf
• Being too busy or out of town
• Claiming that your need was greater than that of another patron's, or that you were not done with an item
• Not receiving or not reading courtesy notices, overdue notices, or other library communications sent to your Gatorlink account.
• Transportation problems
• Financial problems

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.

• Email notices for overdue, lost materials, and recalled materials are sent as a courtesy.
• The Libraries are not responsible for the patron’s failure to receive notices.
• Regardless of the amount of fines, fees, and charges that a patron pays, all library materials remain property of the state of Florida. Materials cannot be purchased from the library - paying the replacement costs does not entitle the patron to keep either the original library copy or the replacement copy.  
• To ensure condition and accuracy of the replacement materials, the Libraries only purchase replacement copies through trusted book vendors. The library will not accept patron-supplied replacement copies.

 

General Loans (books and storage items)

Recalled General Loans

Short-Term Loans (journals, videos, reserves)