Table of Contents: Part J-
Guidelines for Recharging Campus Libraries
posted October 29, 2008
I.
Purpose
II.
Background
III. Campus Library Recharge Situations
a.
Reported lost by the
lending institution
b.
Reported lost by the
borrowing institution
c.
Replacements for items
in the RLF’s
d.
Damaged materials
e.
Acceptable fees that
may be charged
f.
Once an item has been
recharged
IV. VDX Best Practices Related to Billing
I.
Purpose
To provide guidelines for UC campus libraries to follow
when issuing recharges to other UC campus libraries for lost or missing items. These guidelines
also recommend time frames for recharge actions.
II.
Background
In fall
2007 a taskforce was formed comprised of:
The
taskforce was asked to 1) develop policies and procedures for UC campus libraries to follow when
issuing recharges to other UC campus libraries for lost or missing items, 2) recommend
time frames for recharge actions, and 3) identify VDX “Best Practices” to avoid
billing\recharge situations.
The taskforce issued guidelines in November 1, 2007.
III. Campus Library
Recharge Situations
a.
Reported lost by the
lending institution.
Recommendations
·
60 Days after VDX due date.
A
lending institution that wishes to recharge for the replacement cost and handling
fees should consider waiting at least 60
days after the VDX due date.
This applies to all materials including recalled items.
(Lending
library should first perform several local searches to attempt to locate and
clear/check-in missing items.)
·
No maximum
There is no maximum waiting period. As long as a book is still checked out and
there is no evidence that it has been returned, the lending institution can
recharge at any time after the suggested 60 days. Because there are related costs to issuing
recharges and credits, lending institutions may wish to consider waiting until
it is certain that an item will not be returned before issuing a recharge.
·
2 Week prior notification to Unit Head.
A
lending institution must contact the “Unit Head” from the borrowing institution
via separate email at least two
weeks prior to making recharge. Lending institutions should contact borrowing
“Unit Head” that is listed in the Directory
of UC/Stanford ILL Units.
·
Minimum information.
A
lending institution that wishes to recharge for the replacement cost and
handling fees must provide the Unit Head with the following information.
o VDX transaction number (either the TGQ or ILL number)
o Title.
o Dollar amount to be charged.
The
borrowing institution Unit Head should respond to the lending institution
within two weeks of being contacted. If
necessary the Unit Head should supply the lending institution with a recharge
number.
Note: Campuses that plan on issuing recharge 60
days after the due date should contact the Unit Head 45 days after the due
date.
·
Notification of credit.
Campuses
will also notify Unit Head when a credit is being issued (after item has been
returned.
b.
Reported lost by the
borrowing institution.
Borrowing
institutions may request that they be charged for lost materials. In some situations it is the requestor
(borrowing patron) who reports that they have lost an item and want to pay for
its replacement.
Recommendations
·
Minimum information from borrowing institution.
The
borrowing institution should notify the lending institution of lost item by
providing VDX transaction number and title.
·
Lender to respond within 2 weeks.
The
lending institution should respond within 2 weeks, sooner if possible, with the
replacement cost and processing fees.
Prompt response allows the borrowing library to settle fees with its
user.
·
Submitting replacement volume in lieu of payment.
Submitting a replacement volume in lieu of payment is up to the discretion of the lending library.
o The lending institution is not obligated to accept replacement copies.
o The lending institution may request to inspect the item that is being submitted for replacement prior to its acceptance. It is possible that the copy being submitted for replacement may be rejected.
o Processing fees plus the cost of binding if required may be charged in addition to the volume.
c. Replacements for items in the RLF’s
Because of the workflow involved with owning campus and the difficulty of finding a replacement item, campus libraries should encourage users to submit replacement copies when an item is housed in the Regional Library Facilities.
d. Damaged materials
Recommendations
· Immediate notification.
When the lending library discovers material has been damaged, staff should immediately contact the Unit Head at the borrowing library.
·
If the item is repairable, the lending library should
inform the borrowing library Unit Head of repair costs. After which the lending library may process
recharge.
e.
Acceptable fees that
may be charged.
Recommendations
·
Lending institutions
may charge replacement cost plus processing fee. Process fees will vary by campus.
·
Lending institutions
should not charge other institutions for overdue or recall fines.
f.
Once an item has been
recharged.
Recommendations
·
The lending campus
will record a note in the VDX record that the item has been recharged.
IV. VDX Best Practices
VDX provides powerful tools for communication between ILL units but has peculiar limitations. ILL units should follow these guidelines to avoid miscommunication.
1) Regular response to renewal requests is important even for units that frequently use a “no renewal” limit.
a. When a lending unit answers “renew-answer-no” and the item is already past its due date, they should also action the item “overdue” so that the item receives a clearly marked and searchable status in VDX.
2) Lending libraries should action items “Overdue” once they become due or shortly after. An overdue status is strongly preferred over an automated circulation email.
3) When a lending library has an urgent request for return they should always perform a “recall” action in VDX. A recall action in VDX is very strongly preferred over an automated circulation email.
4) Borrowing libraries should track “overdue” statuses and pursue the return of the item through channels determined by campus policy. Initiating a recall or contacting the patron is appropriate.
5) Borrowing libraries should track “recall” statuses and vigorously pursue the return of the item through channels determined by campus policy. Initiating a recall or contacting the patron is appropriate.