Paying for Lost Books
When a patron loses a SMU library book, the replacement cost (the price of the item plus a $20.00processingfee) is charged to the patron’s account.
- Ask the patron to make sure that they have actually lost the item; often it is just mislaid.
The replacement cost of the item will be determined by the staff member responsible for this task and entered into the item’s Aleph record. This amount will then be displayed in the patron’s record.
There are two possible Lost Item scenarios:
First scenario: When an item that is long overdue, and having the third overdue notice sent, has had its status automatically changed to ‘Lost’ by Aleph. The book replacement cost will automatically be applied to the patron’s account. If the cost has not yet been changed by the assigned staff member, the default amount of $200 will be applied.
If the item is returned, the replacement cost will automatically be credited to the patron’s account and a late return fine will be added in the ‘Debit’ column. The only amount owed will be the late return fine of $20.00.
Second scenario: The patron is sure he has lost the book and wants to pay for it.
Before we take payment for this lost item, the patron must speak with a full-time staff member. Our goal is to have the item returned, so we will want to discuss the certainty of the book not returning. If we are all satisfied that this will not happen, we will then take payment.
The replacement cost of the item has to be determined and applied to the patron’s account manually, if it has not reached Lost status (just still overdue). The patron is informed of the cost, and the amount is entered in the Item record. At SMU, we do not charge a late return fine if the patron is paying the replacement cost of a lost book.
For example, say the book has a price of $58.95. The replacement cost is $78.95 (price + $20.00 processing fee). To add this entry:
Before we take payment for this lost item, the patron must speak with a full-time staff member. Our goal is to have the item returned, so we will want to discuss the certainty of the book not returning. If we are all satisfied that this will not happen, we will then take payment.
The replacement cost of the item has to be determined and applied to the patron’s account manually, if it has not reached Lost status (just still overdue). The patron is informed of the cost, and the amount is entered in the Item record. At SMU, we do not charge a late return fine if the patron is paying the replacement cost of a lost book.
For example, say the book has a price of $58.95. The replacement cost is $78.95 (price + $20.00 processing fee). To add this entry:
- Click the 'New' button to the right of the Cash pane. A ‘New Cash Transaction’ box will open. Enter the item Barcode, the replacement cost in the ‘Sum’ field, and the Description as shown below. Click OK.
A new Cash entry will be created as shown:
When the patron is making the payment, fill out a ‘Book Replacement’ Form.
- Complete the payment under the SMU Fines category on the cash register.
- Complete the payment on Aleph.
- Check-in the book by copying and pasting the barcode. If a fine is created, it should be waived.
- The Book Replacement Form should be given to the Department Head for further action (deleting item from the collection, re-ordering, etc.).
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