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Library Policies, Procedures and Guidelines: Fees, Overdue, Lost or Damaged Material

Overdue, Lost, or Damaged Material 

You are responsible for returning or renewing all materials borrowed with your library card by the due date.  

When material becomes overdue, borrowing privileges will be blocked until it is returned. 

Lost or damaged materials and lost ID or library cards should be reported as soon as possible to the Desk. 

A bill for replacement cost and processing fee is sent immediately upon the Library learning the material is lost. Damaged material is evaluated to determine if the material can be repaired or if it needs to be replaced.   


Library Notices and Bills 

Library notices are sent via your Longwood e-mail account using the schedule below.    


Courtesy Notice 

First Overdue Notice 

Second Overdue 

Third Overdue 

Billing Notice 


48 hours before due 

24 hours overdue 

72 hours overdue 

7 days overdue 

30 days overdue 

Equipment (laptops, cameras, etc.) 

48 hours before due 

24 hours overdue 

72 hours overdue 


7 days overdue 


48 hours before due 

24 hours overdue 

72 hours overdue 


5 days overdue 

Course Reserves 


24 hours overdue 

72 hours overdue 


7 days overdue 


Replacement Fees and Delinquent Accounts 

Replacement Fees can be paid in the Library with Lancer Cash or with cash or check in the Cashiering Office located in Lancaster, Room 201. 

Replacement Fees are based upon the current market price of the material and will be billed with a $25.00 processing fee assessed.  The processing fee covers the cost of ordering, receiving, and preparing the material for the shelf.  Individuals who wish to purchase replacement material should contact the Head of Collections & Information Services by email, hinestm@longwood.edu, to request instructions. Replacement fees will be waived if pre-approved replacement material is provided.  

Accounts delinquent over 30 days may be placed with the Virginia Department of Taxation and/or a collection agency for debt collection.  Listing with the Virginia Department of Taxation may result in the seizure of funds from a tax refund, any refund from another state agency, and/or a lottery claim. 

Unpaid fees will result in registration or transcript blocks for students as well as suspension of borrowing privileges.  Faculty and staff borrowing privileges will be suspended for users who have long-overdue items. 

To find out if you have any fees, you can request a list of your fees in person at the Desk, via chat or via phone 434.395.2433. You may also view your fees online through your Library account; however, there are some limitations to this feature of the service. 


Appeal Policy for Fees and Charges 

Users have the right to appeal Library fees.  Users have 30 days within which to initiate an appeal and are advised to come forward as soon as possible so that information regarding the appeal will be readily available. Past 30 days, fees will be sent for collection and cannot be appealed. 

Appeal decisions are based on a clear and concise statement provided by the user, in addition to the user’s Library record, previous appeals made by the user, the total amount due on the account, and any other information relevant to the appeal. 

All reasonable concerns related to Library fees will be considered; however, the following are NOT considered valid reasons on which an appeal can be based: 

  • Forgetting or not knowing due dates, amount of fees, or Library policy 

  • Disagreement with Library fee structure 

  • Loaning the items to a third party 

  • Being too busy or out of town 

  • Claiming your need was greater than another’s or that you were not done with the item 

  • Not receiving or not reading a courtesy overdue reminder 

  • Disregarding a request to return a recalled item 

  • Inability to pay fees 

  • Charges for lost or damaged items 

  • Items returned to wrong library 

Most fee appeals can be resolved by consulting with a Desk staff member. If a user disagrees with the outcome of this consultation, the individual may complete and submit the form below to the Information Services Manager. If no resolution is attained, the next level of appeal is the Head of Collections & Information Services. The user should arrange for an appointment to meet with the Head of Collections & Information Services to explain the reason for the appeal. The decision made between the user and the Library is final and binding. 

Library holds on student accounts will remain while the appeal is being reviewed. Holds will prevent students from registering, receiving grades, and acquiring transcripts. You will be notified of the outcome of your appeal within 7-10 working days via e-mail. 

Fee Appeal Form 

Policies and Appeals

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