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Delivery - Courtesy Returns
Courtesy Return Policy (statewide):
A "Courtesy Return" is the term used for when an item owned by Library A is borrowed and checked out at Library A by a patron of Library A, but is returned by that patron to Library B --to then send back to Library A. Library A and B do not use the same catalog/circulation system. When the item arrives back at Library A in tact and with the information needed for Library A to know that the item was returned at Library B on or before the date the item was due back at Library A, then Library A is to do the following: backdate accordingly when checking in the item and/or forgive any overdue fines incurred during the time it took for the item to get back to Library A from Library B (unless the time has past to the degree the patron has been billed for not returning the item - then Library A needs to apply their local circulation policies to that situation).
EXAMPLE: The libraries of the Brown Co. Library (BCL) System use the same catalog and can all be considered Library A. The libraries that use InfoSoup all use the same catalog and can all be considered Library B. A patron of BCL (Library A) checked out and borrowed an item from a BCL library (Library A) but returns it at an InfoSoup library (Library B). The InfoSoup library sends the item back to the BCL library with information on when and where it was returned in order for the item to be returned/checked back in at the BCL Library without a fine if the item was returned at the InfoSoup library on or before the date it was due at the BCL library. This is a courtesy return.
Any items borrowed from public or academic libraries in Wisconsin can be returned at any other public or academic libraries in Wisconsin via courtesy return but at the patron's own risk of incurring overdue fines and/or possible extra charges.
If a library patron chooses to return their library items via the Courtesy Return method, these are the factors and risks that are the burden of the patron:
1. Courtesy Returns are not tracked nor guaranteed. The patron is ultimately responsible for when and if the item is succesfully delivered and returned to Library A from Library B. If the item was returned to Library B, but, for whatever reason, never makes it back to Library B, the patron will be billed by Library A. The patron can contact Library B and ask them to double check or troubleshoot on their end, but ultimately it is the patron's responsibility whether the item is returned to Library A or not. (An item not being returned is rare, but it is possible and is something the patron needs to be aware of).
2. The patron is responsible for the physical condition of the item when it is returned/checked in at Library A.
3. The patron is responsible for any physical damage that has occurred to the item between the time it was first checked out to the patron and the time it arrives back and is checked in at Library A.
4. The patron is responsible for the communication from Library B to Library A that the item was returned to Library B on the date the patron returned it to Library B. If Library A has no clearly visible and communicated verification from Library B that the item was returned to Library B on the date that it was returned, the patron will incur the overdue fee based on the date the item arrived and was checked out at Library A (the item's home library). (see below for instructions on the best possible method to avoid overdue fines).
5. If the library the item was borrowed from (Library A) and the library the item is returned to (Library B) are on the statewide library van delivery network (meaning no postage is required to return it), then Library B will be able to send the item on the van delivery network back to Library A. Use this site to see which public and academic libraries are on Wisconsin's statewide library van delivery network:
http://psw.scls.lib.wi.us/delivery
6. If Library B needs to mail (and incur postage) in order to send the item back to Library A, and if Library A can be identified and the mailing address located, Library B will mail the item back to Library A but can also charge a shipping and handling fee to Library A, who in turn, may pass that charge on to the patron (however this is not very cost effective for either of the libraries and is rarely done and not recommended - but again it is possible).
Instructions on how to best return items via courtesy return:
Instructions for the Patron:
1. You may not want to return your item via courtesy return if mail needs to be used. Please try to determine first whether the libraries involved are connected via van delivery. Mail requires staff to look up the mailing address of the item's home library, package the item and pay for the mailing fee - which could possible be passed on to the home library and then from them to you). The libraries on any of these lists are all connected to each other via van delivery:
InfoSoup Libraries (N.E. Wisconsin)
Brown Co. Libraries
WI statewide library van delivery network
2. It is ideal if you return items individually, but if you have multiple items going back to the SAME LIBRARY, you can try carefully and securely bundling a group of the items together using binding that does not adhere to nor damage the items in any way.
2. You need to include a clearly written and clearly visible note with each item (you can try using one note if returning a group of items as described above). Because libraries sometimes have large volumes of items to check in at one time (like from the book drop in the morning), notes can be very easy to miss and/or lost in the shuffle. So please make your note very clearly written and visible. Please print off and use this template for your courtesy return note and/or use it as an example of the information you need to include in a note:
* * NOTE TO USE WHEN RETURNING LIBRARY ITEMS VIA COURTESY RETURN: COURTESY RETURN SLIP
3. Securely attach your note to the front cover of the item or group of items. USE ONLY REMOVEABLE TAPE. Do not use any other type of tape. If you use rubber bands, think snug but not constricting - to avoid damaging the item.
Instructions for Library Staff at Library B - the library the item is being initially returned at:
1. If there is a note from the patron with the item - with the information you need to know that it's a courtesy return that the patron wants, then please replace it with this note instead. You may want to print off a supply to have on hand (Brown Co. Library uses their own slips that include the same information):
* * NOTE TO USE WHEN RETURNING LIBRARY ITEMS VIA COURTESY RETURN: COURTESY RETURN SLIP
2. Fill out the note and securely attach it to the front cover of the item or group of items. USE ONLY REMOVEABLE TAPE. Do not use any other type of tape. If you use rubber bands, think snug but not constricting - to avoid damaging the item.
3. If the library you need to return the item to is on the WI statewide South Central library van delivery network, send it via that method. Check this list to see if the library is on the van delivery network:
WI statewide library van delivery network
If it's a library in Minnesota, North Dakota or South Dakota, check to see if their on the Minitex van delivery network that we link to:
Minitex van delivery network
4. If the library you need to return the item to is one you have to mail the item to, to look up the mailing address, google that library and/or try the library webdirectories off the NFLS ILL web page that lists them.
NFLS ILL web page - local and worldwide library web directories
5. If you haved to mail a courtesy return back to its home library, you can, technically charge a shipping and handling fee to Library A, who in turn, can pass that charge on to the patron, but this is rarely done as the work involved in billing another library for this purpose is not cost effective for either library.
Instructions for Library Staff at Library A - the home library:
1. If a clearly visible note comes on the front of an item with all the information you need to know for a courtesy return (that the library sending it back to you verified that your patron dropped it off at their library on the given date) -- and that date is before the date it was due back at your library, THEN YOU SHOULD BACK DATE THE CHECK-IN AND/OR FORGIVE THE FINE if the item is past due so that your circulation system shows the item was returned on the date indicated on the note from Library B. The courtesy return was successful: it made it back to your library and with the information needed for you to know the date the patron returned it at the other library.
If you, Library A, don't find or see a note with the item and/or the note doesn't stay with the item throughout the delivery process from Library B to A, neither Library A or B is responsible. For either library to know that the item is a courtesy return, the item must be sent from Library B and arrive at Library A with a very clear note safely attached and/or wrapped around the item with the information Library A needs to know that it is valid.
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