April 2023

See Weed for condition in the Collection Manual for more information about removing items from the collection.

Quick Facts

• Patrons are rarely charged for damage to library materials.
• When a patron returns a damaged item, please thank them and check it in, then check it out to the appropriate problem shelf or discard it.
• When intentional damage is discovered, there is usually a progressive process. We note the damage the first time, send a warning letter the second time and charge a damage or replacement fee the third time. Severe malicious damage may require more immediate action.

Procedure

Note: See the Infested materials procedure for items that may need special handling. 

Staff must consult with a supervisor before contacting a patron or adding fees to an account for damaged items.

1. Check in the material and print a checkin receipt to capture the damaged item information and make a note of the patron's user key.
   • If the item cannot be checked in because the barcode has been removed and cannot be determined immediately because there are multiple copies, and the item is in poor condition, discard it.  If the item is in otherwise good condition, send it to Technical Services.
   • If there is a hold on the damaged item, please check in the item, then check it out to the Discard user. This will un-fill the hold and put the patron back at the top of the list to have their hold filled.
2. If significant intentional damage happens once to one item, add a note to the patron record by going to the Extended Info tab and selecting the HISTORY field.  The note should include the item title, barcode, a brief description of the damage, plus date, location and initials.
3. If multiple items are intentionally damaged, you may follow the procedure of adding a note in the HISTORY field as outlined in step #2 and/or send a damage warning letter. Please consult with a supervisor before sending a damage warning letter.
   1. The note should include the titles, barcodes, a brief description of the damage, date, location, initials and if a warning letter was sent.
   2. The damage warning letter should contain specific factual information - date, title, barcodes and type of damage. The purpose of this letter is to warn the patron that the damage has been noticed and  the patron will be charged if future items are damaged. Please see the sample damage warning letter.
4. If a patron returns items in damaged condition a second time or the damage is extreme, you may charge the patron a damage fee of $10.00 per item or, if warranted, the replacement cost of the item.  The damage fee is levied when the item can be repaired. The replacement cost is levied if the item is unusable. Please consult with a supervisor before levying fees and sending a damage letter. Please see the sample damage letter.
   1. Determine the appropriate fee and enter it in the patron's record. In a HISTORY field, enter the title, barcode, a brief explanation of the damage, plus location and initials. For example:
      
      Damaged Item National Geographic Moments, #2461 8322, returned with pictures cut out. Item discarded. BB/HLS 11/30/2015
       
   2. If the patron is not present, send the patron a damage letter that includes specific factual information - date, title, barcode, type of damage and the fee for each item. Please see the sample damage letter.
5. Check the item(s) out to a problem shelf account. The assigned person at the agency will determine whether the material is to be bound, mended, discarded or circulated as is. See Weed for condition and discarding items for more information.

Policy

The library does not charge patrons for damage to library material, except under the following circumstances. If the damage is from general use or wear of the item, do not follow this procedure - either repair or discard the item.

• If ILL material is damaged, please contact ILL immediately at 503.988.0488.
• The patron admits to the damage and wants to pay for it when the material is returned.
  • Patrons are not required to pay for accidental damage.
  • Although patrons may wish to pay for and keep damaged material, paid or unpaid library materials remain county property and cannot be sold on an individual basis.
• The damage is of deliberate and/or malicious intent and it is determined that notifying the patron or charging a fee would be a deterrent to future damage by this patron.
  • Intentional damage may include removal of multiple library labels or RFID tags, writing or drawing on items, pages or areas cut or ripped out of the item or removal of multiple book covers. Juvenile items are prone to rips and writing/drawing and this is considered standard wear. Please contact ints-access-services@multco.us with questions about levels of damage.
  • Damage may be pursued with a note in a patron record, a warning letter or by charging a fee or replacement cost.
  • Staff must consult with a supervisor before contacting a patron or adding fees to an account for damaged items.

Information about damage done by library materials to patrons' media players

Media sets that are returned with pieces missing are processed as problem shelf items.

Rationale

The library recognizes that accidents happen and that damage to materials may occur.

Charging for minor damages is neither cost effective nor supportive of good patron relations.

Damage to juvenile items is rarely pursued because items may be damaged during standard use.

Charging for intentional or malicious damage may be a deterrent to abuse of other material by the patron.