[LIBRARYDIR] [EXT] Re: State or State Board policies or regulations on library fees and fines?

Thu Jan 19 13:10:45 PST 2023

This is fantastic information.

I want to thank everyone for a response and still continue to chime in!

From: LIBRARYDIR <librarydir-bounces at lists.ctc.edu> On Behalf Of Thomas, Kirsti via LIBRARYDIR
Sent: Thursday, January 19, 2023 1:04 PM
To: WACTC Library Directors <librarydir at lists.ctc.edu>
Cc: Thomas, Kirsti <Kirsti.Thomas at seattlecolleges.edu>
Subject: [EXT] Re: [LIBRARYDIR] State or State Board policies or regulations on library fees and fines?

RE: Replacement costs...

We have records of replacement fines for unreturned library materials in our ILS going back to the 1990s.  In October 2022, I asked our Vice Chancellor for Finance and Operations if we really needed to keep these records in perpetuity.

He told us that under the State Government General Records Retention Schedule<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.sos.wa.gov%2F_assets%2Farchives%2FRecordsManagement%2Fstate-government-general-records-retention-schedule-v.6.2-(august-2021).pdf&data=05%7C01%7Ceelliott%40rtc.edu%7C6d9fd6dafeee4bf431da08dafa60c1a9%7C567e9a91fca340289835889234d03726%7C0%7C0%7C638097591358592180%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=mteVUj%2FYoXrJ87YRAinfzTD5W51jVAv6tUqLp4ehk3w%3D&reserved=0> DAN GS 01003 (p. 67), we only need to retain the records for 6 years and we can remove them from the library system (and campus system) after that.

Here's the language:

Description of Records: Financial Disputes and Collections

Records relating to the agency’s financial disputes and attempts to collect funds where litigation has not commenced.
Includes, but is not limited to:

·       Accounts receivable and payable;

·       Checks/warrants returned due to non-sufficient funds (NSF);

·       Correspondence, notices, invoices/statements, account closure;

·       Damage and loss claims (purchasing);

·       Warrant claims/refunds;

·       Settlement documentation.

Retention and Disposition Action: Retain for 6 years after matter resolved then destroy

His interpretation was that "Resolution of matter would mean that the library reached a judgement that it would no longer pursue retrieving the materials."

The State Government Records Retention Schedule does have a section on Library Services (p. 111-112), which says that " Records relating to fines/fees covered by Financial Transactions – General (DAN GS 01001) and Financial Disputes and Collections (DAN GS 01003)."

So the Library Services section directs us to the section our Vice Chancellor told us applies.

Hope this information is helpful.

It will be ok!

Kirsti S. Thomas
Library Technical Services Manager & Systems Librarian
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>

From: LIBRARYDIR <librarydir-bounces at lists.ctc.edu<mailto:librarydir-bounces at lists.ctc.edu>> On Behalf Of Susan Schreiner via LIBRARYDIR
Sent: Thursday, January 19, 2023 09:32
To: WACTC Library Directors <librarydir at lists.ctc.edu<mailto:librarydir at lists.ctc.edu>>
Cc: Susan Schreiner <susan.schreiner at ghc.edu<mailto:susan.schreiner at ghc.edu>>
Subject: Re: [LIBRARYDIR] State or State Board policies or regulations on library fees and fines?

We remove all fines and fees if the item is returned. Really not interested in fining students.

One exception is the Chromebook that was SOLD to someone else for $150 before we locked it down. It was returned by the person who bought the stolen property, and they are out the money. ☹ So, you’d better believe we are keeping the overdue fees, lost cord fee, and they are blocked from checking out equipment again. And no, they will not return our calls.

Susan A. Schreiner
Associate Dean for Library, eLearning, and Learning Support Services
John Spellman Library, Grays Harbor College

From: LIBRARYDIR <librarydir-bounces at lists.ctc.edu<mailto:librarydir-bounces at lists.ctc.edu>> On Behalf Of Jacquelyn Ray via LIBRARYDIR
Sent: Thursday, January 19, 2023 9:28 AM
To: WACTC Library Directors <librarydir at lists.ctc.edu<mailto:librarydir at lists.ctc.edu>>
Cc: Jacquelyn Ray <jacquelyn.ray at wwcc.edu<mailto:jacquelyn.ray at wwcc.edu>>
Subject: Re: [LIBRARYDIR] State or State Board policies or regulations on library fees and fines?

I am probably in the opposite camp and am curious if we have to charge fines.

But it could be the nature of our particular student population and our collection.  We own nothing in our library collection that is worth the potential negative impacts on a person's success.

All my best,
Jacquelyn

Jacquelyn Ray, MLIS, MA | Director of Library Services & FYE | she/her
Walla Walla Community College
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From: LIBRARYDIR <librarydir-bounces at lists.ctc.edu<mailto:librarydir-bounces at lists.ctc.edu>> on behalf of Margret Mills via LIBRARYDIR <librarydir at lists.ctc.edu<mailto:librarydir at lists.ctc.edu>>
Sent: Thursday, January 19, 2023 9:21 AM
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Cc: Margret Mills <Margret.Mills at skagit.edu<mailto:Margret.Mills at skagit.edu>>
Subject: Re: [LIBRARYDIR] State or State Board policies or regulations on library fees and fines?

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We are not charging any fines at this time (stopped with COVID).  We are sending students to collections if they have unreturned items valued at $100 or above.  We are not doing any blocking of grades, etc.

Margret Mills

Skagit Valley College

From: LIBRARYDIR <librarydir-bounces at lists.ctc.edu<mailto:librarydir-bounces at lists.ctc.edu>> On Behalf Of Fuhrman, Tim via LIBRARYDIR
Sent: Thursday, January 19, 2023 9:18 AM
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Cc: Fuhrman, Tim <timf at bigbend.edu<mailto:timf at bigbend.edu>>
Subject: Re: [LIBRARYDIR] State or State Board policies or regulations on library fees and fines?

I’ve been doing this for 25 years now and am not aware of any limit on fines or fees.  The only issue, and this is since COVID, is that we can no longer block their grades, transcripts, or registration, which worked WAY better than sending them to collection, which is about our only leverage now.

______________________________________________________________

[cid:image001.jpg at 01D92C07.70107420]

Tim Fuhrman

Director of Library Resources
& eLearning

Big Bend Community College

timf at bigbend.edu<mailto:timf at bigbend.edu>

509.793.2350
877.745.1212

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Bonaudi Library (ATEC/1800 Building)•7662 Chanute Street NE•Moses Lake, WA 98837-3299

From: LIBRARYDIR <librarydir-bounces at lists.ctc.edu<mailto:librarydir-bounces at lists.ctc.edu>> On Behalf Of Susan Schreiner via LIBRARYDIR
Sent: Thursday, January 19, 2023 9:13 AM
To: WACTC Library Directors <librarydir at lists.ctc.edu<mailto:librarydir at lists.ctc.edu>>
Cc: Susan Schreiner <susan.schreiner at ghc.edu<mailto:susan.schreiner at ghc.edu>>
Subject: Re: [LIBRARYDIR] State or State Board policies or regulations on library fees and fines?

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This discussion would be helpful to me.

Also, are fees and fines restricted by statutes of limitations in WA – is there a date (year) where we have to write them off? And is anyone else’s college doing any kind of collections on fines? Not that we have any unreturned Chromebooks or anything….

Susan A. Schreiner

Associate Dean for Library, eLearning, and Learning Support Services

John Spellman Library, Grays Harbor College

From: LIBRARYDIR <librarydir-bounces at lists.ctc.edu<mailto:librarydir-bounces at lists.ctc.edu>> On Behalf Of Elliott, Emily via LIBRARYDIR
Sent: Thursday, January 19, 2023 9:00 AM
To: WACTC Library Directors <librarydir at lists.ctc.edu<mailto:librarydir at lists.ctc.edu>>
Cc: Elliott, Emily <eelliott at rtc.edu<mailto:eelliott at rtc.edu>>
Subject: [LIBRARYDIR] State or State Board policies or regulations on library fees and fines?

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Hello everyone-

I wanted to see if there are any policies, regulations, and/or guidance on what CTC libraries should be, or should not be, charging for fees/fines/and replacement costs?

Many thanks,
Emily

Emily Elliott
Associate Dean of the Library

Telephone: 425.235.6729
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