Library fines exceptions policy

We only charge fines in circumstances when other users are inconvenienced, for example overdue requested items. Please contact us to discuss any concerns you have about your library fines. We have an exceptions policy which is designed to take account of specific circumstances and fines will normally be waived in line with the circumstances described below.

Circumstances normally accepted

CircumstanceNotes/evidence required
First occasion A check will be made of your loans record. This waiver will only be applied once per user in the following three scenarios:
  • Flexible Loans fine
  • Key Texts fine
  • Administrative fee for a non returned item which was assumed lost
Medical exemption Users are requested to follow the self-certification procedure, provide a medical certificate, or provide confirmation from their department of their medical absence. For non student users, no formal evidence is required.
Bereavement No formal evidence required.
Exceptional personal circumstances or family issues Users are requested to provide confirmation from their department.
Students with disabilities who have individual arrangements in place Waivers will only be applied in cases where specific arrangements have been confirmed through the Disability Services or arranged directly with the Library.
Exceptional and unforeseeable transport difficulties eg major transport incidents, cancelled flights. This does not include every-day issues eg traffic congestion, missed buses or trains. Waivers in these circumstances will be considered on a case by case basis.
Users who have been victims of a serious crime Users are requested to provide evidence that the crime has been reported officially, eg crime report number.
University system error No evidence required.
Member of University staff is away from campus on University business No evidence required. Records will be maintained of waivers applied in these circumstances and we may contact members of staff who repeatedly use this exception in order to understand how we might support them going forward.

Circumstances not normally accepted

CircumstanceNotes
User didn't realise/forgot to check emails/didn't check library account Users are encouraged at all times to check emails and library account regularly.
Student is away from campus at a conference, on placement, or on business related to their work/studies Students are expected to make arrangements prior to going away on any planned absences from University.
User lives at a distance Users living at a distance can use the postal returns service and date of postage will be taken as the return date.
International students at home during vacations Users are expected to prepare beforehand and we advise that University of York Library items should not be taken out of the UK.
User has been on holiday Users are expected to make arrangements prior to going away on holiday.
Students with disabilities who do not have individual arrangements in place Waivers will only be applied in cases where specific arrangements have been confirmed through Disability Services or through arrangements made with the Library.
Temporary loss of access to email/internet (including work place restrictions on access to GMail) Users are expected to make alternative arrangements to access email.
Email reminders not received The Library receives a copy of all automated emails and unless we cannot find a trace of the email in our records a waiver will not apply.
Charges accrued when a University or Library card has been loaned to a friend Users should not loan their University or Library Card to others and are liable for all fines incurred if they choose to do so.