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class="wikilink1" title="circ:home" data-wiki-id="circ:home">PINES Circulation Policies and Procedures Manual</a></bdi> » <bdi><a href="/docs/doku.php?id=circ:fines_free" class="wikilink1" title="circ:fines_free" data-wiki-id="circ:fines_free">Fines Free</a></bdi></div> </div> <hr class="a11y" /> </div></header> <div class="wrapper group">  <nav id="dokuwiki__aside" aria-label="Sidebar"><div class="pad aside include group"> <h3 class="toggle">Sidebar</h3> <div class="content"><div class="group"> <p> <strong><a href="/docs/doku.php?id=circ:home" class="wikilink1" title="circ:home" data-wiki-id="circ:home">Introduction</a></strong> </p> <ul> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:home#about_this_manual" class="wikilink1" title="circ:home" data-wiki-id="circ:home">About This Manual</a></div> </li> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:confidentiality" class="wikilink1" title="circ:confidentiality" 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title="circ:accounts:families" data-wiki-id="circ:accounts:families">Grouping Patrons</a></div> </li> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:accounts:buckets" class="wikilink1" title="circ:accounts:buckets" data-wiki-id="circ:accounts:buckets">User Buckets</a></div> </li> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:accounts:searching" class="wikilink1" title="circ:accounts:searching" data-wiki-id="circ:accounts:searching">Searching for Patron Accounts</a></div> </li> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:accounts:my_account" class="wikilink1" title="circ:accounts:my_account" data-wiki-id="circ:accounts:my_account">"My Account"</a></div> </li> </ul> <p> <strong><a href="/docs/doku.php?id=circ:circulation:staff_catalog" class="wikilink1" title="circ:circulation:staff_catalog" data-wiki-id="circ:circulation:staff_catalog">Staff Catalog</a></strong> </p> <ul> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:circulation:staff_catalog_records" class="wikilink1" title="circ:circulation:staff_catalog_records" data-wiki-id="circ:circulation:staff_catalog_records">Record Details</a></div> </li> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:circulation:staff_catalog_baskets" class="wikilink1" title="circ:circulation:staff_catalog_baskets" data-wiki-id="circ:circulation:staff_catalog_baskets">Baskets</a></div> </li> </ul> <p> <strong><a href="/docs/doku.php?id=circ:circulation:circ" class="wikilink1" title="circ:circulation:circ" data-wiki-id="circ:circulation:circ">Circulating Items</a></strong> </p> <ul> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:circulation:checkout" class="wikilink1" title="circ:circulation:checkout" data-wiki-id="circ:circulation:checkout">Checking Out Items</a></div> </li> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:circulation:renew" class="wikilink1" title="circ:circulation:renew" data-wiki-id="circ:circulation:renew">Renewing Items</a></div> </li> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:circulation:checkin" class="wikilink1" title="circ:circulation:checkin" data-wiki-id="circ:circulation:checkin">Checking In Items</a></div> </li> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:circulation:lost" class="wikilink1" title="circ:circulation:lost" data-wiki-id="circ:circulation:lost">Item Statuses and Actions</a></div> </li> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:circulation:transits" class="wikilink1" title="circ:circulation:transits" data-wiki-id="circ:circulation:transits">Items in Transit</a></div> </li> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=cat:circulation_matrix" class="wikilink1" title="cat:circulation_matrix" data-wiki-id="cat:circulation_matrix">Circulation Matrix (Fine Amounts, Renewal Times, Etc.)</a></div> </li> <li 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class="wikilink1" title="circ:holds" data-wiki-id="circ:holds">Holds and Courier</a></strong> </p> <ul> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:courier" class="wikilink1" title="circ:courier" data-wiki-id="circ:courier">Courier</a></div> </li> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:holds#age_protection" class="wikilink1" title="circ:holds" data-wiki-id="circ:holds">Age Protection</a></div> </li> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:courier#packaging_av_materials" class="wikilink1" title="circ:courier" data-wiki-id="circ:courier">AV Holds</a></div> </li> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:hopeless-holds" class="wikilink1" title="circ:hopeless-holds" data-wiki-id="circ:hopeless-holds">Hopeless Holds</a></div> </li> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:holdgroups" class="wikilink1" title="circ:holdgroups" data-wiki-id="circ:holdgroups">Hold Groups</a></div> </li> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:holds:whitepaper" class="wikilink1" title="circ:holds:whitepaper" data-wiki-id="circ:holds:whitepaper">Holds White Paper</a></div> </li> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=admin:ids" class="wikilink1" title="admin:ids" data-wiki-id="admin:ids">Library Contact Info and IDs</a></div> </li> </ul> <p> <strong><a href="/docs/doku.php?id=circ:bills" class="wikilink1" title="circ:bills" data-wiki-id="circ:bills">Fines, Fees, and Bills</a></strong> </p> <ul> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:bills:bankruptcy" class="wikilink1" title="circ:bills:bankruptcy" data-wiki-id="circ:bills:bankruptcy">Bankruptcies</a></div> </li> <li class="level1"><div class="li"> <a href="/docs/doku.php?id=circ:bills:collections" class="wikilink1" title="circ:bills:collections" data-wiki-id="circ:bills:collections">Collections 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class="toc"> <li class="level1"><div class="li"><a href="#fines_free">Fines Free</a></div> <ul class="toc"> <li class="level2"><div class="li"><a href="#things_to_consider">Things to Consider</a></div> <ul class="toc"> <li class="level3"><div class="li"><a href="#clean_slate_program">Clean Slate Program</a></div></li> <li class="level3"><div class="li"><a href="#welcome_back_program">Welcome Back Program</a></div></li> </ul> </li> <li class="level2"><div class="li"><a href="#project_plan">Project Plan</a></div></li> <li class="level2"><div class="li"><a href="#reports">Reports</a></div> <ul class="toc"> <li class="level3"><div class="li"><a href="#bills">Bills</a></div></li> <li class="level3"><div class="li"><a href="#circulation">Circulation</a></div></li> <li class="level3"><div class="li"><a href="#items">Items</a></div></li> <li class="level3"><div class="li"><a href="#patrons">Patrons</a></div></li> <li class="level3"><div class="li"><a href="#other">Other</a></div></li> </ul> </li> <li class="level2"><div class="li"><a href="#staff_training">Staff Training</a></div></li> <li class="level2"><div class="li"><a href="#receipt_templates">Receipt Templates</a></div></li> <li class="level2"><div class="li"><a href="#sample_marketing_materials">Sample Marketing Materials</a></div></li> <li class="level2"><div class="li"><a href="#locations_currently_fines-free">Locations Currently Fines-Free</a></div></li> </ul></li> </ul> </div> </div>  <h1 class="sectionedit1" id="fines_free">Fines Free</h1> <div class="level1"> <p> The PINES Executive Committee approved the use of <a href="/docs/doku.php?id=cat:circulation_matrix#fines-free_circulation_modifiers" class="wikilink1" title="cat:circulation_matrix" data-wiki-id="cat:circulation_matrix">fines-free circulation modifiers</a> for any PINES library system that would like to use them [2023.09]. The following documentation reviews important factors to consider in going fines-free, as well as a general process outline. </p> <p> Once a library system has decided to go fines-free, the director should first notify the other systems through the PLD-Directors listserv and notify PINES through a Help Desk ticket. (The Help Desk request must be approved by the director; either the director can submit the ticket, or they need to respond in the ticket with their approval.) PINES will then meet with the library director/staff to finalize the project plan and timelines. </p> </div> <h2 class="sectionedit2" id="things_to_consider">Things to Consider</h2> <div class="level2"> <p> Collection of fees for damaged, lost, and unreturned materials owned by their libraries are at the discretion of each system. As are the collection of overdue fines for those materials without fines free circulation modifiers such as technology, local passes, and equipment. Contractual obligations to charge fines may apply to state passes; for example, the Zoo Atlanta DVD is under contractual obligation to continue to accrue fines so libraries must continue to charge those fines. For their technology, equipment, and other materials that will accrue fines, fines-free libraries should decide whether to waive fines on return or continue to charge fines on these items. </p> <p> Materials from other library systems will still accrue fines, and fines-free library patrons will be charged those fines and damaged, lost, and unreturned fees. Fines-free libraries should have a patron education plan in place so that users understand that some materials they borrow will continue to accrue fines and fees. </p> </div> <h3 class="sectionedit3" id="clean_slate_program">Clean Slate Program</h3> <div class="level3"> <p> Before going fines-free, libraries may wish to institute a “clean slate” program to forgive fines and/or fees owed by all patrons. Overdue fines forgiven under a clean slate program are those fines checked out at local branches. Fines and fees should be forgiven prior to or immediately after the start of the project. The following steps should be taken before completing a clean slate program. </p> <ul> <li class="level1"><div class="li"> Determine which fines and fees will be forgiven. </div> </li> <li class="level1"><div class="li"> Determine overdue fines and fees for unreturned, lost, or damaged materials.</div> </li> <li class="level1"><div class="li"> Determine which materials apply (for example, will it be just for children’s materials?).</div> </li> <li class="level1"><div class="li"> Employ an education program to inform patrons and staff which fines will be forgiven and which fines will stay in place.</div> </li> <li class="level1"><div class="li"> With the assistance of PINES staff, process fines for forgiveness.</div> </li> </ul> </div> <h3 class="sectionedit4" id="welcome_back_program">Welcome Back Program</h3> <div class="level3"> <p> Another option the library may want to consider is a “welcome back” program, which involves forgiving fines for patrons as they come into the library and/or return items. The process of forgiving those fines will be based on which fines have been determined to be waived. During the welcome back program, it is recommended to track the bills that are forgiven or voided through the following two reports under <strong>Quick Reports > Bills</strong>. </p> <ul> <li class="level1"><div class="li"> Detailed Forgive and Work Payments (to track the amount of fines forgiven)</div> </li> <li class="level1"><div class="li"> Bills Voided Within a Date Range (to make sure staff aren't accidentally voiding fines/fees instead of forgiving them)</div> </li> </ul> <p> It is possible for the library to choose to do both a clean slate and a welcome back program. For example, the library can run a welcome back campaign for six months and then complete the clean slate program. </p> </div> <h2 class="sectionedit5" id="project_plan">Project Plan</h2> <div class="level2"> <div class='plugin_tablelayout_placeholder' data-tablelayout="{"rowsHeaderSource":"Auto","colwidth":[""]}"></div><div class="table sectionedit6"><table class="inline"> <thead> <tr class="row0"> <th class="col0 leftalign"> Task </th><th class="col1 leftalign"> Assigned To </th> </tr> </thead> <tr class="row1"> <td class="col0 leftalign"> Director notifies PINES-Directors list </td><td class="col1 leftalign"> Library </td> </tr> <tr class="row2"> <td class="col0 leftalign"> Director submits Help Desk ticket to PINES </td><td class="col1 leftalign"> Library </td> </tr> <tr class="row3"> <td class="col0 leftalign"> Run reports on current circ mods and create spreadsheet for circ mod mapping </td><td class="col1 leftalign"> PINES </td> </tr> <tr class="row4"> <td class="col0 leftalign"> Meet to discuss circ mod mapping and other datawork plans </td><td class="col1 leftalign"> PINES/Library </td> </tr> <tr class="row5"> <td class="col0 leftalign"> Director approves circ mod mapping </td><td class="col1 leftalign"> Library </td> </tr> <tr class="row6"> <td class="col0 leftalign"> Schedule go-live datawork date </td><td class="col1 leftalign"> PINES/Library </td> </tr> <tr class="row7"> <td class="col0 leftalign"> Complete staff training </td><td class="col1 leftalign"> Library </td> </tr> <tr class="row8"> <td class="col0 leftalign"> Update cataloging templates with -ff circ mods </td><td class="col1 leftalign"> Library </td> </tr> <tr class="row9"> <td class="col0 leftalign"> Update receipt templates at all circ locations </td><td class="col1 leftalign"> Library </td> </tr> <tr class="row10"> <td class="col0 leftalign"> Datawork change over </td><td class="col1 leftalign"> PINES </td> </tr> <tr class="row11"> <td class="col0 leftalign"> Make sure all GPLS passes use normal circ mods </td><td class="col1 leftalign"> PINES </td> </tr> </table></div> </div> <h2 class="sectionedit7" id="reports">Reports</h2> <div class="level2"> <p> Before the datawork is completed, it is recommended to compile current statistics. Below is a list of suggested reports. All these reports start in the Shared Folder: </p> </div> <h3 class="sectionedit8" id="bills">Bills</h3> <div class="level3"> <p> <strong>Templates > terran > Fines-Free Reports > Bills</strong> </p> <ul> <li class="level1"><div class="li"> Amount Paid at Library</div> </li> <li class="level1"><div class="li"> Amount Paid via OPAC</div> </li> <li class="level1"><div class="li"> Bills charged by billing library</div> </li> <li class="level1"><div class="li"> Bills charged by patron home library</div> </li> <li class="level1"><div class="li"> Total Bills owed by Billing Location, Billing Year, and Last Billing Type</div> </li> </ul> </div> <h3 class="sectionedit9" id="circulation">Circulation</h3> <div class="level3"> <p> <strong>Templates > terran > Fines-Free Reports > Circulation</strong> </p> <ul> <li class="level1"><div class="li"> Circulation by Circ Library</div> </li> <li class="level2"><div class="li"> Circulation by Owning Library</div> </li> </ul> </div> <h3 class="sectionedit10" id="items">Items</h3> <div class="level3"> <p> <strong>Templates > terran > Fines-Free Reports > Items</strong> </p> <ul> <li class="level1"><div class="li"> Count of Items by Status</div> </li> <li class="level1"><div class="li"> Count of Unreturned Items (Brief)</div> </li> <li class="level1"><div class="li"> List of Unreturned Items</div> </li> </ul> </div> <h3 class="sectionedit11" id="patrons">Patrons</h3> <div class="level3"> <p> <strong>Templates > terran > Fines-Free Reports > Patrons</strong> </p> <ul> <li class="level1"><div class="li"> Active Patron Count by State and County</div> </li> <li class="level2"><div class="li"> Count of Blocked Users (Snapshot)</div> </li> <li class="level2"><div class="li"> Count of Blocked Users by County</div> </li> <li class="level2"><div class="li"> Count of Blocked Users by County (Brief)</div> </li> <li class="level2"><div class="li"> Count of Inactive Users</div> </li> <li class="level2"><div class="li"> Count of Patrons in Collections (revised)</div> </li> <li class="level2"><div class="li"> Count of Users (Snapshot)</div> </li> <li class="level2"><div class="li"> Count of Users that Circulated Items (by Circ Library)</div> </li> </ul> </div> <h3 class="sectionedit12" id="other">Other</h3> <div class="level3"> <ul> <li class="level1"><div class="li"> Local stats for other lib services (not in EG)</div> </li> </ul> </div> <h2 class="sectionedit13" id="staff_training">Staff Training</h2> <div class="level2"> <p> Before going fines-free, it is important that staff are trained on: </p> <ul> <li class="level1"><div class="li"> Which materials accrue fines and which do not.</div> </li> <li class="level1"><div class="li"> Whether fines will be waived/forgiven on checkin for materials without fines-free circ mods. Materials owned by other non-fines free libraries will still accrue fines, and should not be forgiven upon the item's return.</div> </li> <li class="level1"><div class="li"> When fines will accrue for items borrowed from other PINES libraries. It would be helpful to display the <strong>Owning Library</strong> column in the checkout screen on all circ workstations as a reminder to inform patrons of nonlocal materials that will accrue fines.</div> </li> <li class="level1"><div class="li"> Review what the new receipt templates will look like so staff can educate patrons upon checkout.</div> </li> </ul> <p> If the library is completing a welcome back program, staff must be informed of the following: </p> <ul> <li class="level1"><div class="li"> Do not use amnesty mode when checking in items. When patrons come in and/or items are returned, staff should pull up the patron’s account so that they can forgive any fines on the patron's account.</div> </li> <li class="level1"><div class="li"> In the Bills tab of the patron's account, be sure <strong>Owning Library</strong>, <strong>Circulation Library</strong>, and <strong>Last Billing Type</strong> columns are being displayed.</div> </li> <li class="level1"><div class="li"> If the Last Billing Type is Lost, Long Overdue, or Damaged, only forgive the fines/fees <strong>IF</strong> the Owning Library is within the system.</div> </li> <li class="level1"><div class="li"> Staff should be careful to <em>forgive</em> fines, not void them. Please make sure to review the wiki page as a reminder: <a href="/docs/doku.php?id=circ:bills:forgive-void" class="wikilink1" title="circ:bills:forgive-void" data-wiki-id="circ:bills:forgive-void">Forgive vs. Void</a>.</div> </li> </ul> </div> <h2 class="sectionedit14" id="receipt_templates">Receipt Templates</h2> <div class="level2"> <p> Checkout receipts should be updated to reflect which items are local and do not accrue fines and which items are from other PINES libraries and do accrue fines. </p> <p> <strong>Checkout Receipt Template</strong> </p> <p> This example shows a note on the Checkout receipt template when an item is <em><strong>not</strong></em> fines-free. </p> <pre class="code"><div ng-if="!checkout.copy.circ_modifier.name.includes('-ff')"><b>This item is subject to fines.</b></div></pre> <p> <a href="/docs/lib/exe/detail.php?id=circ%3Afines_free&media=circ:fines-free-template.png" class="media" title="circ:fines-free-template.png"><img src="/docs/lib/exe/fetch.php?w=600&tok=ee1a0d&media=circ:fines-free-template.png" class="mediacenter" loading="lazy" title=" Example fines-free checkout receipt" alt=" Example fines-free checkout receipt" width="600" /></a> </p> <p> <strong>Items Out Receipt Template</strong> </p> <p> A slight variation is necessary to display the same note on the Items Out template. </p> <pre class="code"><div ng-if="!checkout.copy.circ_modifier.includes('-ff')"><b>This item is subject to fines.</b></div></pre> </div> <h2 class="sectionedit15" id="sample_marketing_materials">Sample Marketing Materials</h2> <div class="level2"> <p> In promoting that the library system is going and/or is now fines free, the library may want to consider approaching other government and community partners about advertising. </p> <p> Some other fines free libraries have provided some of their marketing materials for inspiration <strong><a href="https://drive.google.com/drive/u/0/folders/14sP-CfOSqpkjPO28UdPOjHK-KLgnrdGw" class="urlextern" target="_tab" title="https://drive.google.com/drive/u/0/folders/14sP-CfOSqpkjPO28UdPOjHK-KLgnrdGw" rel="ugc nofollow noopener">here</a></strong>. </p> </div> <h2 class="sectionedit16" id="locations_currently_fines-free">Locations Currently Fines-Free</h2> <div class="level2"> <p> <a href="/docs/lib/exe/detail.php?id=circ%3Afines_free&media=circ:fines-free-07-17-2024.png" class="media" title="circ:fines-free-07-17-2024.png"><img src="/docs/lib/exe/fetch.php?w=600&tok=5d1240&media=circ:fines-free-07-17-2024.png" class="media" loading="lazy" title=" Map of fines-free library systems" alt=" Map of fines-free library systems" width="600" /></a> </p> <p> <strong>Key</strong> </p> <ul> <li class="level1"><div class="li"> Dark Green: Fines-free</div> </li> <li class="level1"><div class="li"> Light Green: Selected portions of collection (usually children's books) are fines-free</div> </li> <li class="level1"><div class="li"> Gray: Not fines-free</div> </li> <li 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