Purpose: Procedures to follow when a user reports that an item charged to them has been lost.
Effective date: 9/1/2001

Part I. Circulation Procedures

1. User reports that item has been lost.

Circulation staff checks the user's record to insure that the item is still a problem. If it is likely the book may be found, block the fine. Do not create a bill unless the user is prepared to pay

• Determines the price of replacement:
  • Books in Print, Ulrich's, Bookfinder.com, etc.
  • If a price cannot be found use the Library Web page, Average Replacement Cost by Call Number http://staff.lib.virginia.edu/ccc/prices3.html
    Bills User and Collects Payment
    • From Display User click on item to be billed, click on BILL USER
    • Create a bill on the User's account in VIRGO. User and Item ID carry over from Display User. Fill in amount (price) and reason (lostbook, damaged)
    • Collect payment using PAY BILL. Enter amount paid and payment type (cash, check, etc)
    • Receipt will print for user.
    • Make a print-out of the screen. Put it with payment in circulation desk safe.
    • Explain policy: No refunds after 90 days

• Discharge item
• Edit the item record:
  • Change home location to Cataloging
  • Change current location to LOST (The home location of Cataloging will distinguish between these items and those Lost from Searching and will act as a flag upon return. Changing curr locn to LOST shadows the item in Webcat.)
  • Price=as determined above
  • Add a comment to the item record which includes: Date (00/00/00), User ID, Paid at Desk, personal login id
  • Print the item record and send it to the Central Order Unit, with BIP printout, for replacement. For materials other than print circulating monographs, e.g., videos, scores, etc., send printout to the holding library or Alderman department.

5. Cataloging will run reports and withdraw items based on the date in the note field.

Part II. Order Staff/Selectors Procedure

1. Order Unit searches for information of in-print replacement for LOST item:

• Searches, as necessary, appropriate in-print sources, e.g., Books in Print, Guide to Reprints.
• Prints a copy of any item(s) found.
• If the item is no longer available, makes a note in the record and shadows according to established guidelines.

3. LOST REPORTS for titles for which replacement cost is greater than $250, for titles not in-print and for titles being replaced with an edition other than the original are sent to the appropriate library for distribution to Selectors. (In Alderman these are sent to Lorraine Jordan for distribution.) If a selector chooses to replace any of these titles, replacement is funded from UL-LOST.