Fines & Appeals
Payment of Fines
Online or By Phone
Use our secure server to pay your fines with Visa, Mastercard, American Express, or Discover. Your account will be credited by 5 pm the next business day. To make a phone payment, call 206-543-1174.
In Person
Library Account Services is located on the first floor of Suzzallo Library.
By Mail
Make checks payable to “University of Washington” and mail to:
Library Account Services
Suzzallo Library
UW Libraries
Box 352900
Seattle, WA 98195-2900
Assessment of Charges
All loans fall into one of the following five categories:
Standard
This category makes up the majority of items within the UW Libraries, which have unlimited renewals unless requested by another borrower. It includes all items that do not fall under the other specific categories listed.
- No overdue fines
- Items will be billed as lost after 20 days overdue
- Lost item replacement fee is $150.00 or actual cost
- $30.00 lost item process fee will be charged if item bills as lost
Non-Renewable or Limited Renewal
This category includes items borrowed from other institutions through Summit and Interlibrary Loan, as well as items that have been requested by another borrower.
- Overdue fines accrue at a rate of 50 cents per day up to 20 days ($10.00 max)
- Items will be billed as lost after 20 days overdue
- Lost item replacement fee is $150.00 or actual cost
- $30.00 lost item process fee will be charged if item bills as lost
Reserves
Items on reserve with loan periods of two hours through three days are assessed hourly fines.
- Overdue fines accrue at a rate of $2.50 per hour up to 10 hours ($25.00 max)
- Items will be billed as lost after 10 hours overdue
- Lost item replacement fee is $150.00 or actual cost
- $30.00 lost item process fee will be charged if item bills as lost
High Cost Equipment
High cost equipment is designated as equipment worth more than $100 and includes items such as laptops, cameras, and more. You can identify high cost items in the details of your loans in your library account.
- Overdue fines accrue at a rate of $15.00 per hour up to seven days ($105.00 max)
- Items will be billed as lost after seven days overdue
- Lost item replacement fee is specific to the piece of equipment
- $30.00 lost item process fee will be charged if item bills as lost
Low Cost Equipment
Low cost equipment includes items such as headphones, whiteboard markers, and more. You can identify low cost items in the details of your loans in your library account.
- No overdue fines
- Items will be billed as lost after one day overdue
- Lost item replacement fee is specific to the piece of equipment or $15.00
- $30.00 lost item process fee will be charged if item bills as lost
Types of Charges
Monitor your library account regularly so that you can return or renew materials before charges are assessed.
Overdue Fines
Fines begin accruing after a loan is overdue, and continue to accrue until the loan is returned or bills as lost (even when the library is closed).
Fines are assessed to encourage the prompt return of materials. They remain on the account after the loan has been returned, and may be either paid or appealed.
Replacement Fees
Replacement fees are applied when a loan bills as lost in the system.
If the item is returned promptly, the replacement fee will be removed as soon as the item is checked back in from the borrower’s account.
Lost Item Process Fees
Lost item process fees are applied when a loan bills as lost in the system.
Process fees are assessed to cover costs related to billing, processing sanctions, facilitating the recovery of material, and administrative and institutional costs. They remain on the account after the loan has been returned, and may be either paid or appealed.
Appeals
Any library borrower may appeal library fines, fees, or replacement costs through the online appeal form. The Libraries understands that fines and fees can be a detriment or barrier and aims to give our users a process to mediate them.
Fines, fees, and replacement charges must be appealed within six months of their assessed dates, and may only be appealed once.
How to Submit an Appeal
Click the link below to start an appeal. In your appeal statement, include whatever information you feel is relevant, particularly any explanation of how library error or extenuating circumstances may have contributed to the situation.
- After submitting the form, verify that you have received a confirmation email at the email address you entered. Read the email thoroughly.
- Wait for the decision. While charges are on appeal, they will still show on your library account and you will continue to receive automated monthly account summaries by email, but no collection action will be taken on them.
- Final decisions from the committee will be sent after the end of each academic quarter via U.S. mail to the address provided in your appeal. If you have a change of address, or plan to move at the end of the quarter, notify Library Account Services.
Appeals Process
Appeals are adjudicated at the end of the academic quarter by the Library Fines Appeals Committee and are designated as brief adjudicative procedures under the Washington Administrative Code. Decisions are based on the borrower’s statement in the appeal, the Loan Code for the University of Washington Libraries, statement(s) provided by the Libraries, and any other relevant information.
Language, grammar, spelling, and writing ability have no weight on the decision-making process, as we aim to create a process that provides the best opportunity for reduction or waiver.
Assistance
If you have physical limitations or obstacles with submitting this form, please contact Library Account Services for assistance.
Frequently Asked Questions
Lost item process fees remain on the account after the item is returned as they are assessed to cover billing and administrative costs. They may be appealed within six months of billing.
View fine details in your online library account and enter as much information as you can on the form. Library Account Services staff will do their best to ensure your appeal covers exactly what you intended. If there are questions, discrepancies, or information that requires clarification, they will contact you using the contact information provided.
Yes, you may fill out one appeal form for all eligible fines, fees, and replacement charges from all UW Libraries locations.
You can submit evidence to Library Account Services by email, by mail, or in person. Evidence is optional, and is not required for your statement to be reviewed by the Library Fines Appeals Committee. All evidence is kept confidential and is only accessible by staff involved in the appeals process for the purpose of reviewing your appeal request.
The Library Fines Appeals Committee consists of university peers – a faculty member chair, and two students – who make their decision independently of the Libraries. Libraries staff may give clarifying information regarding policies or search results for missing items, but the committee ensures that each claim is considered fairly and equitably.
Appeals must be received from the owner of the library account in question. In the case of extenuating circumstances, please contact Library Account Services with the details of your situation.
You will not be held responsible for the charges contained in your appeal until they have been adjudicated. If you appeal your entire account balance, borrowing privileges will be restored for current account holders. Any charges accrued after the appeal is submitted are subject to collection and would require payment or a separate appeal.
You have 21 days from the date of your decision letter to ask for an administrative review of your appeal. Details on how to file an administrative review will be in your decision letter.
Yes. If you have already paid your charges before adjudication, and the decision includes a waiver or reduction, you will be refunded whatever portion dictated by the Library Fines Appeals Committee in the weeks following your appeal decision.
If you believe that you have returned the item, put as much detail into the appeal statement as possible about the item and where/when it was returned. As part of the appeals process, the item will be thoroughly searched for in all locations that you think you may have returned it.
Monthly account summaries are sent by email automatically to all active accounts with balances and/or checked out items, even if the balance is on active appeal. Be sure to review the email to make sure your account activity is correct, and reply to it if you have questions.
Providing a Replacement Copy for a Lost Item
Replacement fees are applied when library items are not returned or have sustained substantial damage. Items belonging to the University of Washington Libraries or borrowed through Interlibrary Loan have a standard replacement fee of $150.00, but can be adjusted higher or lower by the owning library to fit the actual cost. Items borrowed from Summit Libraries have a standard replacement fee of $90.00. Items designated as equipment have replacement costs specific to the replacement cost of that item.
Borrowers are encouraged to pursue replacing items themselves if an item has not yet been withdrawn from the library system and they can find it for cheaper than the standard replacement cost. The borrower should contact the Libraries before purchasing a replacement to verify that it will be accepted. Interlibrary Loan items and a majority of Summit items cannot be replaced. Contact Library Account Services with questions about replacements.
If a book is paid for or replaced by the borrower, and the original book is found later, the original book remains the property of the state and must be returned.
Limited refunds are available if an item has been paid for and then found. Contact Library Account Services for more information.
Sanctions
Unpaid fines and fees may result in one or more of these actions:
- Suspension of borrowing privileges
- Referral to a collection agency
Please contact Library Account Services at any stage for assistance in finding solutions!
Other Borrow & Request Information
Accounts & Privileges
Learn more about borrowing policies and library account privileges
UW Libraries Loan Code
Sections of the Washington Administrative Code pertaining to loan policies at UW Libraries
Due Dates & Renewals
When you borrow library materials, due dates may be subject to change
Book Returns
Most library materials may be returned to any UW library or book return