Protected: Damaged Item Handling

Damaged Item Handling (08/16)

  • Damaged items are assessed by the branch librarian at each branch. Do not send to Headquarters.
  • Whether or not a charge is to be levied against a patron is determined by the branch librarian and not by Headquarters staff.
  • There is no category for “partially damaged.” An item will either be discarded without a charge added to the patron’s record OR the patron will be charged for the full replacement cost of the item.
  • We do not accept replacement copies for damaged items. Please inform patrons that replacements copies are not acceptable as there are too many variables (type of binding, abridged vs. unabridged, widescreen vs. full screen, etc.) In addition the processing costs can be recouped when East Central Regional Library purchases a replacement copy.

Possible scenarios

Item to be discarded; Patron to be charged (and is present)

  • DO NOT CHECK IN. Go to Item Status. Scan item barcode.
  • Actions for Selected Items > Mark Item Damaged.
  • Actions for Selected items > Show last few circulations; (Pop-up Window appears)
  • Last Few Circulations >  Item summary pane, use column picker to add price, and other relative information.  Save columns (for future reference).
  • Last Few Circulations >  click Add Billing (Pop-Up Window appears)
  • Billing Type dropdown menu, choose Damaged Item
  • Add Price from step 4 above OR If no price is in item record, use the default price from the current Default Price list
  • Add your initials in the note field.
  • Submit (Item is no longer checked out to patron but is billed instead)
  • Fill out damaged item slip and send to Tech Services OR email eryberg@ecrlib.org with title, author and barcode of item to be withdrawn*
  • Cross out item barcode and discard item OR give to patron if they want it (provided they have paid for it).

Item to be discarded; Patron to be charged and is not present.

Damaged Item Letter Must be Sent to  Patron!!

  • Follow steps as outlined above.
  • Complete damaged item letter; photocopy
  • Mail original to patron
  • Attach photocopy of letter to item(s) and hold for 3 weeks; Discard item if no response.

Item to be discarded; NO charge to patron (patron information not available OR damage is not a result of patron involvement)

  • Follow steps 1-3 above.
  • If no circulation information is available, fill out damaged item slip and send to Tech Services.
  • Cross out item barcode and discard item.
  • Fill out damaged item slip and send to Tech Services OR email eryberg@ecrlib.org with title, author and barcode of item to be withdrawn*

*If you feel the item should be replaced (last copy, popular item, etc.) indicate that on the Tech. Services form so the appropriate selector can consider re-ordering a copy.

Damaged Interlibrary Loan Items

  • Do NOT check in
  • Send to the attention of Interlibrary Loan at Headquarters

 

Note: Checking in an item does NOT remove the damaged status. If you inadvertently marked an item as damaged, go to Edit Item Attributes and change status to “Available” or whatever is appropriate. Following the procedures outlined above (see #9) will remove the item from the  patron’s “items out” column.