Academic Coordinating Council April 9, 2012

 Borrowing policy overview  Rationale for policy changes  Problem statement  Current policy/practice impacts  Impacts  UNC peers  Academic peers  Proposed borrowing policy changes  Implementation schedule

 Current policy (2009 to date)  Faculty billed replacement cost and $15 non- refundable one year after due date  Charges regularly waived (70 faculty members had 183 non-refundable billing fees waived 2011)  Policy history  Previous library administration practice was that faculty were never billed nor charged ( rustees)

 Restores equitable application of fees and fines across patron categories  Improves access to materials for students, faculty and staff

 Loan policies are not equitable for borrowing groups  Faculty and staff are billed on a different schedule than students  Faculty and staff are differently charged (replacements, fines etc.) than students  Faculty and staff charges are often waived  Costs to Randall Library  Compromised customer experience  Inefficiencies  Bottom line (escalating replacement costs+)

 Inequity between borrowing groups  Diminished access to materials for students, faculty and staff  3,820 items out to 189 faculty on “long term loan”, some items out since the 1990’s  Increased Interlibrary loan costs borne by the Library  ILL requests are placed for items missing, lost, or checked out from our collection  When ILL request placed for these items, the library pays twice

 Departmental example: a summary of 4 departments  Close look at 142 faculty fines and fees records  10 faculty in sample owed money, some incurred as far back as 2006  17 faculty in sample had charges waived  3 faculty in sample billed and paid for lost or damaged books  Currently 29 faculty members have items checked out and owe $2,850.94

 15 of the UNC system University Libraries charge faculty replacement costs and billing fees  3 UNC system libraries also charge overdue fees  10 UNC libraries do not charge overdue fees  2 UNC libraries do not state their faculty overdue policies

 9 of UNCW’s academic peer libraries charge faculty replacement costs and billing fees  3 libraries do not charge faculty at all  5 gave no information about faculty charges

 Billing practice alignment  Billing cycle changes  Charges

 Develop and implement a consistent fine and fee policy and schedule  Apply overdue fines and fees across the board  Define grace period as a part of the fine and fee policy and schedule  Develop and implement a policy and procedure for long overdue items

 Transfer replacement costs for items billed to cashier’s office  Cease waiving non-refundable billing fee for faculty and staff  Implement a consistent billing cycle  Billing cycle will specify the number of days past due before a bill is issued

 Present and work through the Faculty Senate for their buy-in and support  Develop a communication plan  Plan will include web, print, and notifications  Begin implementation summer 2012

 Madeleine Bombeld Assistant University Librarian  Sarah Watstein University Librarian