According to the ILLINET Interlibrary Loan Code, section VI, number 7, “The requesting library shall be responsible for borrowed materials from the time the materials leave the supplying library until they have been returned to the supplying library. If damage or loss occurs, the requesting library shall be responsible for compensation, in accordance with the policy of the supplying library.”
And section VI, number 9,“The requesting library assumes full responsibility for patron-initiated transactions.”
The patron should resolve disputes with their home library, not the supplying library. Please contact special libraries before sending payment for a lost or damaged item, because they may not be able to accept a payment.
Payment
The patron's home library is responsible for paying for the lost or damaged item if the patron does not do so.
Transacting libraries should allow patrons to clear their record by paying amounts owed. Owning libraries may also consider alternative arrangements, like a replacement copy, when requested.
For lost or damaged items, any amount collected, including fines and processing fees, should be sent to the supplying library. The patron will be charged the amount identified in the patron's record.
Billing
Bills may be sent to the patron’s home library for lost items, including items lost in transit. The time frame for billing the patron’s home library is no later than 18 months from the item’s due date or last in-transit date. Reimbursement should be made within eight weeks of receipt of the bill.
Damaged Items
The supplying library shall decide whether to charge the patron for damages. If the item has to be replaced and the replacement cost has been paid for, either by the patron or the requesting library, the payee will then own the item.
Fines
Any fine collection may be kept by the transacting library. Unless the patron changes jurisdictions, the decision to waive a fine for overdue items belongs to the patron’s home library. Libraries may choose to set a specific threshold and return fines above the limit to the patron’s home library. They may deduct postage and handling fees.
Material Replacement Cost
Libraries are encouraged to use the list price of the item when possible, and to avoid excessively high default prices. The decision to charge or waive a processing fee belongs to the supplying library.
Notices
Libraries should run overdue and billing notices, preferably every day that the library is open, but once per week at a minimum. Special libraries may work with SHARE for an alternative schedule on a case-by-case basis. Unless the library is delinquent in running notices, lost status will be determined by the system software. If the system is not working as expected, please contact SHARE.
Approved 05/11/2015
Amended 12/14/2023
Best Practice 08/07/2025