Library Material Loss & Replacement Policy

Library Material Loss & Replacement Policy 

Effective Date: February 5th 2026 

Scope: All Library Patrons (Campus and Non-Campus Members) 

1. Overview

To ensure the continued availability of our collection, the library implements a systematic process for items that are not returned. This policy outlines the timeline for “Lost” status, associated fees, and the resulting account restrictions. 

2. Items Owned by the Library

Items are automatically transitioned to “Lost” status based on the patron’s affiliation and the completion of the auto-renewal cycle. 

Consequences of Lost Status: 

• Financial: A replacement fee of $100 per item will be charged to the user’s account. 

• Account Blocks: A blocking note will be placed in Alma, preventing the user from borrowing physical items or placing requests from Arthur Lakes Library (including Interlibrary Loan and Prospector). 

• Current Campus Members: An additional hold will be placed on the student’s University account, preventing class registration or transcript requests. In the case of a faculty/staff/University Staff (Admin), an email will be sent to their supervisor in hopes to quickly resolve the items’ overdue status. 

• Non-Campus Members: Alum, reciprocal, and paid members will be blocked from all borrowing and resource-sharing services. 

NOTE 

We do not accept physical replacements purchased by the patron. To lift holds and waive fees, the original item must be returned, or the applicable fees paid in full.  

3. 3. Course Reserves Collection

Items in the Arthur Lakes Library Course Readings Collection will be deemed “Lost” 48 hours after the borrowing return date has passed. 

• Financial: A replacement fee of $100 per item will be charged to the user’s account.  

• Account Blocks: A blocking note will be placed in Alma, preventing the user from borrowing physical items or placing requests from Arthur Lakes Library (including Interlibrary Loan and Prospector). 

• Current Campus Members: An additional hold will be placed on the student’s University account, preventing class registration or transcript requests. In the case of a faculty/staff/University Staff (Admin), an email will be sent to their supervisor in hopes to quickly resolve the items’ overdue status. 

• Non-Campus Members: Non- Campus Members are not permitted to check out course reserve materials. 

4. Government Publications Collections

Items in the Arthur Lakes Library’s Government Publications Collections do not incur any fines, as these materials are freely provided by the Government Publishing Office (GPO), other Federal Depository Library Program (FDLP) libraries, or through gifts and donations to Mines. Since no fines are imposed, there will be no account blocks. However, individuals who repeatedly violate borrowing policies may have their library borrowing privileges suspended or revoked.  

5. 5.Items Not Owned by the Library (Resource Sharing)

For items borrowed through Inter-Library Loan (ILL) or Prospector, the library adheres to strict regional guidelines. 

• Timeline: Items are determined “Lost” after 55 days overdue in accordance with coalliance partnership guidelines. 

• Billing: The patron will be billed the specific amount determined by the lending institution. 

• Restrictions: Current campus members receive a University account hold and Alma block preventing additional borrowing for internal and external materials. Non-campus members receive an Alma blocking note preventing additional borrowing for internal and external materials. 

• Resolution: Restrictions remain in place until the material is brought back physically to the Arthur Lakes Library to be checked in or the billing amount is paid in full. 

6. 6. Payment and Resolution

All fees must be paid in full to restore library privileges and lift University account holds. Partial payments are not accepted at this time. 

• Authorized Personnel: Payments can only be coordinated by the Manager of User Services or the Course Readings Specialist. Arthur Lakes Library Payments appointment booking. 

• Effect of Payment: Once the fee is paid in full, all associated holds and blocks will be removed, and the account will be considered in good standing. 

• Library Replacements: It is the library’s decision to use fines to replace items per the Collection Development Policy. 

• Colorado State Law HB22-1049: Per state law, a student may get around the block or hold on their account in order to request a transcript or diploma by working with the Bursar’s Office. However, local lending will still be impacted. 

Discussion and Appeal: Library users with concerns about this Policy on Lost Materials as it relates to their library access or account.  Persons who have had their library privileges suspended may contact the University Librarian about restoring privileges. The University Librarian, in consultation with the Circulation Manager and other Library and campus authorities as appropriate, will make a final determination.