Billing

University Library Billing

The University Library seeks to provide a collection that generations of UCSC community members will be able to access, use, and enjoy. Therefore we must ensure that the items held in the collection remain both available and in good condition. As a result, fees are assessed in cases when items are returned late, damaged, or lost.

 

Contact Billing:

  • Billing Appeal Form (Required for billing appeals. See below for important information regarding appeals)
  • E-mail: billing@library.ucsc.edu
  • Voice mail: 831-459-4053
  • Pay your fees: during regular library hours, payments may be made to library circulation staff by phone or in-person. The Library accepts debit/credit card payments and checks only. We are unable to accept cash payments OR recharges to resolve payments. Call 831-459-5185 (McHenry Library) OR 831-459-5300 (Science & Engineering Library)
  • Online payments: ( ** New ** ) : go to your library account online and click " pay online" icon to make a payment.
  • Mail Payments: ATTN: Billing, McHenry Library, 1156 High Street, University of California, Santa Cruz, Santa Cruz, CA 95064. Make Checks payable to the UC Regents.

!  If you have questions about library printing charges on your University account,  please call 459-help or send email to help@ucsc.edu ( please write "Library Printing" on the subject line)

 


General Billing Information

For regular circulating items, courtesy reminders are emailed 3 days before an item is due. A courtesy overdue e-mail is sent 6 days after the item is overdue. A replacement bill is sent (either by e-mail or postal mail) when the item is 45 days overdue. Patrons may view the status of their accounts on-line or speak with Circulation staff in person or by phone about the status of their account.

  • All categories of library borrowers are expected to return or renew items by the item's due date, or before the end of the item's grace period.
  • All borrowers are subject to billing for overdue material not returned within the specified grace period.
  • All borrowers are allowed to carry a maximum dollar amount on their account for 90 days (faculty/staff/grads—$49.00; undergrads/community/Friends—$24.00).
  • All borrowers who exceed their maximum allowable amount will have their accounts blocked until the item is returned or payment is made.
  • All borrowers who carry any charges (regardless of whether the charge exceeds their maximum allowable amount) on their library account for more than 90 days will have their accounts blocked until payment is made in full.
  • All borrowers are responsible for all of the items checked out on their library account.

Charges not paid after 90 days are subject to collections.

Unless an item has been recalled* (requested by another user), renewals may be placed:

  • on-line
  • byphone: 831-459-5185 (McHenry Library) or 831-459-5300 (Science & Engineering Library)
  • in person during regular library hours

* If an item has been recalled, a notice informing the borrower of the recall is e-mailed detailing when the item must be returned.

 

Grace periods:

• 14 days for books
• 3 days for journals, Multicultural/Curriculum, Reference items, and Video Games and Consoles.
• 15 minutes for Course Reserve items

Important note: Grace periods do not apply to items which have been recalled (requested by another library borrower) regardless of patron status (faculty, staff, student, community user, Friend).

For more specific information about individual library privileges, see the Library Lending Code, Categories of Borrower section.

 

Billing Appeals

The following will NOT result in reduced/canceled fee:

  • Failure to note due dates or to renew on time
  • Lack of knowledge of library policy or loan regulations
  • Disagreement with library policy
  • Inablility to pay overdue fees or other charges
  • Failure to receive overdue or recall notices
  • Unwillingness to take responsibility for materials loaned to a third party
  • Appeals submitted 90 days or longer after the fine was assessed

If you believe you have returned an item but your account still lists the item as being checked out to you, you may either initiate a Claims Returned (i.e., library staff will search for the book) with Library Circulation staff (in person or by phone) or fill out an appeal form. Either action will result in a search for the item. If the item is found, all associated charges will be removed from the borrower's account. If the item is not found, the borrower is responsible for the replacement and billing fees for the item.

 


Billing Cycle
The following table, divided by patron type (faculty, staff, student, etc.), outlines how billing works for our borrowers.
 

Faculty || Staff/Graduate Students || Undergraduates/Community Users/Friends
 

Item
Billing Cycle
Regular Circulating Item that has not been recalled* by another patron.
  • 3 days before an item is due, an email courtesy reminder is emailed
  • 6 days after the due date, an email is sent to the patrons
  • 45 days to return the item after it is overdue
  • Billed for replacement, billing and processing fees (minimum of $60.00 replacement, $20.00 billing/processing) on day 46 of overdue status. Library Account is blocked - no privileges until the account has been resolved - call the Library.
  • If the item is returned within 90 days of being billed for replacement, charges assessed will be waived and the block on the account will be removed.
  • If the item is returned after 90 days, the faculty member is assessed a $20.00 billing/processing fee for each overdue item. This fee is non-negotiable.

Effectively, a 90 day grace period is in effect for all faculty. Upon return of the items, payment of billing/processing fees accrued, and/or payment for replacement of the items, the block will be removed and Library services will resume. The Library feels this policy meets the dual goals of maintaining the collection and recognizing the need for faculty to conduct their research.


 

Recalled Item
  • The item is due 2 weeks from the date of recall (an email is sent informing the patron of the new due date)
  • If the item is returned by the newly assigned due date, no fees will be assessed and the account will not be blocked
  • If the item is returned after the new due date, a block is automatically placed on the faculty person's account
  • Items returned two weeks after the new due date, will be assessed a non-negotiable $9.00 per item recalled, overdue fee.

Anyone, regardless of status, can have a book recalled. Manage your account on-line or call the Library to verify the status of items on your account: 831-459-5185 (McHenry), 831-459-5300

 

Journals and Reference and Library Use Only (LUO) books and journals
  • These items follow the same billing pattern as regular circulating items with the exception of the introduction of a $9.00 late fee per item, three days after the due date has passed. This late fee is non-negotiable.

     
Reserve Items, Protected Collection items, Multicultural Curriculum Collection books
  • Overdue fees apply to items on Course Reserves, Laptops, Ipads, Equipment, Multicultural Curriculum Collection (Curric) books and in the Protected Collection.
  • Fines accrue even while the library is closed.
  • The maximum fines per item is $75.00.
    Fines on Reserve items are as follows:
  • $5.00 for the first hour or partial hour
    $2.00 each hour thereafter
  • After 72 hours Reserve items will be considered lost. The borrower will be billed for the cost of replacing the item, the amount accrued in overdue fee, and a library billing fee of $20.00.
  • Upon return of the item, only the replacement cost of the item will be canceled, provided the item has not been replaced by the library.

There are no exceptions to policy for faculty; Reserve items are unique and failure to return them infringes on the right of access to other library patrons. These fees are non-negotiable.

 

Interlibrary Loan Items
  • A courtesy reminder (overdue) notice is sent within 1 to 2 weeks of the due date
  • 3 weeks after the due date, a notice of bill pending is sent
  • 4 weeks after the due date, the item is billed ($65.00 minimum and $20.00 billing fee, $85.00 minimum per item overdue)

 

General Billing Information
  • Faculty are allowed a maximum of $49.00 in charges on their Library account.
  • If charges on the account exceed $49.00, the account is automatically blocked and business with the library is suspended.
  • Any charges more than 90 days in arrears, including charges that do not exceed the maximum allowable $49.00, will result in a block on the library account. Payment must be made in full, for any items that are +90 days past due.

 

 

Item
Billing Cycle
Regular Circulating Item that has not been recalled* by another patron.
  • 3 days before an item is due, an email courtesy reminder is emailed
  • 6 days after the due date, an overdue reminder email is sent to the patrons
  • 45 days to return the item after it is overdue
  • Billed for replacement, billing and processing fees (minimum o f $60.00 replacement, $20.00 billing/ processing) on day 46 of overdue status. Library Account is blocked - no privileges until the account has been resolved - call the Library.
  • If the item is returned within 45 days, $9.00 per overdue item is assessed. This is non-negotiable
  • If the item is returned at any point after 45 days, a $20.00 per overdue item is assessed. This is non-negotiable.

     
Recalled Item
  • The item is due 2 weeks from the date of recall (an email is sent informing the patron of the new due date)
  • If the item is returned by the newly assigned due date, no fees will be assessed and the account will not be blocked
  • If the item is returned after the new due date, a block is automatically placed on the faculty person's account
  • Items returned two weeks after the new due date, will be assessed a non-negotiable $9.00 per item recalled, overdue fee.

Anyone, regardless of status, can have a book recalled. Manage your account on-line or call the Library to verify the status of items on your account: 831-459-5185 (McHenry), 831-459-5300 (S&E)

 

 

Journals and Reference and Library Use Only (LUO) books and journals
  • These items follow the same billing pattern as regular circulating items with the exception of the introduction of a $9.00 late fee per item, three days after the due date has passed. This late fee is non-negotiable.

     
Reserve Items, Protected Collection items, Mulitcultural Curriculum Collection books
  • Reserve overdue fines apply to items on Course Reserve, Multicultural Curriculum Collection (Curric) books and items in the Protected Collection.
  • Fines accrue even while the library is closed.
  • The maximum fines per item is $75.00.
    Fines on Reserve items are as follows:
  • • $5.00 for the first hour or partial hour
    • $2.00 each hour thereafter
  • After 72 hours Reserve items will be considered lost. The borrower will be billed for the cost of replacing the item, the amount accrued in overdue fines, and a library billing fee of $20.00.
  • Upon return of the item, only the replacement cost of the item will be canceled, provided the item has not been replaced by the library.

There are no exceptions; Reserve items are unique and failure to return them infringes on the right of access to other library patrons. These fees are non-negotiable.

 

Interlibrary Loan Items
  • A courtesy reminder (overdue) notice is sent within 1 to 2 weeks of the due date
  • 3 weeks after the due date, a notice of bill pending is sent
  • 4 weeks after the due date, the item is billed ($65.00 minimum and $20.00 billing fee, $85.00 minimum per item overdue)

     
General Billing Information
  • Staff and Graduates are allowed a maximum of $49.00 in charges on their Library account.
  • If charges on the account exceed $49.00, the account is automatically blocked and business with the library is suspended.
  • Any charges more than 90 days in arrears, including charges that do not exceed the maximum allowable, $49.00, will result in a block on the library account. Payment must be made in full, for any items that are +90 days past due.

 

Item
Billing Cycle
Regular Circulating Item that has not been recalled* by another patron.
  • 3 days before an item is due, an email courtesy reminder is emailed
  • 6 days after the due date, an overdue reminder email is sent to the patrons
  • 45 days to return the item after it is overdue
  • Billed for replacement, billing and processing fees (minimum o f $60.00 replacement, $20.00 billing/processing) on day 46 of overdue status. Library Account is blocked - no privileges until the account has been resolved - call the Library.
  • If the item is returned within 45 days, $9.00 per overdue item is assessed. This is non-negotiable
  • If the item is returned at any point after 45 days, a $20.00 per overdue item is assessed. This is non-negotiable.

     
Recalled Item
  • The item is due 2 weeks from the date of recall (an email is sent informing the patron of the new due date)
  • If the item is returned by the newly assigned due date, no fees will be assessed and the account will not be blocked
  • If the item is returned after the new due date, a block is automatically placed on the faculty person's account
  • Items returned two weeks after the new due date, will be assessed a non-negotiable $9.00 per item recalled, overdue fee.

Anyone, regardless of status, can have a book recalled. Manage your account on-line or call the Library to verify the status of items on your account: 831-459-5185 (McHenry), 831-459-5300.

 

Journals and Reference and Library Use Only (LUO) books and journals
  • These items follow the same billing pattern as regular circulating items with the exception of the introduction of a $9.00 late fee per item, three days after the due date has passed. This late fee is non-negotiable.

     
Reserve Items, Protected Collection items, Mulitcultural Curriculum Collection books
  • Reserve overdue fees apply to items on Course Reserve, Multicultural Curriculum Collection (Curric) books and items in the Protected Collection.
  • Fines accrue even while the library is closed.
  • The maximum fee per item is $75.00.
    Fines on Reserve items are as follows:
  • • $5.00 for the first hour or partial hour
    • $2.00 each hour thereafter
  • After 72 hours Reserve items will be considered lost. The borrower will be billed for the cost of replacing the item, the amount accrued in overdue fees, and a library billing fee of $20.00.
  • Upon return of the item, only the replacement cost of the item will be canceled, provided the item has not been replaced by the library.

There are no exceptions; Reserve items are unique and failure to return them infringes on the right of access to other library patrons. These fees are non-negotiable.
 

Interlibrary Loan Items

NOTE: only UCSC faculty, staff and students are eligible for Interlibrary Loan.

  • A courtesy reminder (overdue) notice is sent within 1 to 2 weeks of the due date
  • 3 weeks after the due date, a notice of bill pending is sent
  • 4 weeks after the due date, the item is billed ($65.00 minimum and $20.00 billing fee, $85.00 minimum per item overdue)

     
General Billing Information
  • Undergraduates/Community Users/Friends are allowed a maximum of $25.00 in charges on their Library account.
  • If charges on the account exceed $24.00, the account is automatically blocked and business with the library is suspended.
  • Any charges more than 90 days in arrears, including charges that do not exceed the maximum allowable, $24.00, will result in a block on the library account. Payment must be made in full, for any items that are +90 days past due.

 


Replacement Charges

Current charges for lost material:

$125 up to the actual cost of replacement– Books (N, Q, R, T call numbers)
$60 up to the actual cost of replacement– Books (other call numbers) and video games
$65 up to the actual cost of replacement – Interlibrary Loan books
$70 – Unbound periodicals
$70 per issue – Bound periodicals
$234 (or list price) – Videos & DVDs
$12 – Slides
Actual cost of replacement - Video Game Equipment and other Electronics
 

 


Account Management Strategies

Avoid billing complications by:

  • Managing your account on-line: review due dates, check for recalled items, renew items
  • Contacting Library Circulation staff immediately if you notice discrepancies in your account
  • Returning items to the service desk and asking for a receipt
  • Reporting lost or stolen cards immediately
  • Keeping your address and email information current: update by phone or on-line for Faculty, Staff and Courtesy borrowers.
  • Keeping your address and email information current: update the Student Portal for Students. ** if you want to forward email from UCSC email account to your preffered email account, go to the ITS Website or ITS Support Center for help.

If you cannot view your account on-line, contact Circulation staff and ask for assistance in managing your account. Staff can renew items for you and staff can alert you to any recalls or charges on your account—McHenry Library: 831-459-5185; Science & Engineering Library, 831-459-5300.


Contact Library Billing (billing@library.ucsc.edu).