Guidelines for Library Material Student Overdues
created: 2012-13 by LLT 2012-13
last update: September, 2013
Draft: Has not been officially adopted
Madison Metropolitan School District’s Division of Library Media Services mission is to
“connect learners to literature, resources and technology to discover and achieve”. Given
that mission, the division recognizes the need for consistent, library access at all levels.
One aspect of library access is the need to encourage reading and research while
balancing the needs of all patrons by expecting the timely return of library materials. School
librarians all understand that library materials sometimes get lost and/or damaged beyond
repair. However, it can also be said that the basic tenet of providing free library materials is
that materials need to be returned in a reasonable amount of time to provide consistent
access to library materials for all. Librarians also recognize that balancing access and
responsibility look and feel different at the different levels of the K-12 experience.
Given that access and responsibility are a K-12 shared experience, MMSD school librarians
agree to following basic tenets of library access and responsibility for students. The
following are guidelines for the K-2;3-5; 6-8 and 9-12 levels:
Guideline 1: Communication
Establish routine communication to students, families and staff about responsible use of
library materials
K-2;
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Communicate to students, families and all staff that students may not be denied
access to other school functions because of overdue library fines or access
 Establish library guidelines to be communicated to students and families in a variety
of ways (letters home, bookmarks, classroom newsletter, library newsletter, library
portal)
 Establish routine communication on library overdue materials to classroom students,
teachers and families
 Establish sensitive options to communicating overdue materials to students and
families (i.e.: refraining from public announcements of overdue materials etc)
 Paper copies for parents via student report cards or conferences
 Paper notification to classroom or homeroom teachers
 Communicate any lost or damage materials "payment" with parent or guardian.
3-5; See K-2 guidelines plus:
 Teach students how to access their own library records via Destiny and/or Destiny
Quest
 Teach students how to access their own school email account
 Send reminders via student email (please notify Vicky Woider if you plan on this
option)
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Setup protocols, based on district AUP policy, for improper responses to overdue
notices (contact Principal, parent, teacher)
On individual basis as needed, individual patron printout of checkout screen give to
student to take home. Highlight the ones that need to come back.
6-8; See K-5 guidelines plus:
9-12;
Background Information: Wisconsin law prohibits the release of records that identify an
individual who uses a publicly funded library (Wisconsin Statutes Section 43.30). This
information can be released only with the consent of the individual or by court order or
(under certain circumstances) to other libraries for interlibrary loan purposes.
In 2003, the Wisconsin legislature amended Act 207 to require that a library that is in whole
or part supported by public funds must disclose to a custodial parent or guardian of a child
under the age of 16 any records relating to that child’s use of the library’s documents, or
other materials, resources or services. For more information, link to the Frequently Asked
Questions for Act 207.
Under the law, District Legal Counsel, Dylan Pauly, recommends that, since it would be
impossible to determine the exact date that each high school students turn 16, that MMSD
high school librarians treat all high school student library records as confidential (with the
understanding that custodial parents may still access library records up to age 16). In order
to meet the law consistently across all MMSD high schools, high school librarians will begin
the following practices, effective the week of January 28, 2013:
1. All high school overdue library material notifications will be automatically generated
weekly to go directly to each student’s District-provided email account;
2. Printed or electronic student library records will not be accessed by anyone other
than certified librarians and their trained adult library assistants
3. High school librarians will teach students how to access their records through their
District-provided email account and how to access their own library account through
the current library circulation system;
4. Library volunteers (student and adult) will be prohibited from working with any high
school student library records.
5. Teachers are bound by confidentiality policy 4150. With proper training and guidance
by the high school librarian, they would be allowed to assist with check in and check
out procedures at the circulation desk, understanding that age 16+ students library
records are confidential.
Guideline 2: Access
According to BOE Policy 3340, students can not be denied library access indefinitely based
on overdues or fines. Students also can not be denied access to other school functions
because of overdue library materials or fines.
As library media specialist, consider these options to encourage responsible student
behaviors when using library materials at these different levels:
K-2;
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Determine consistent amount of checkout opportunities per grade level
Encourage the habit of exchanging book(s)- when you bring back a book(s), you get
a new book(s)
Encourage regular book exchange (weekly, bi-weekly)
Work with classroom teachers to set up “good library exchange habits” with their
students
Communicate expectations to students and families
Communicate with students and families when book(s) are missing
Allow a system of “hold on a shelf” for a limited time to encourage book exchange
When necessary, allow checkout privileges only for classroom use
Allow for other opportunities to regain full-access status
Could create a pop up note on Destiny Circulation Screen to allow for the number of
books allowed.
3-5; See K-2 guidelines plus:
 Allow access to speciality collections (magazines, graphic novels, etc) for students in
“good standing”
 Allow access to “holds” for students in “good standing” only
 Denying access for one (or limited) loan period.
 Student could get a book from a “free give-away” box in library or book box in the
classroom
6-8;
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Limit access to 1 item at a time until student back in good standing
Limit access to classroom use only until student back in good standing
Limit access to keeping the material at school
Limiting to items for class assignment
Allow checkouts to the teacher (with teacher permission)
Student could access a box of “free give” material in library or book box in the
classroom
Send reminders weekly via email
Student makes a phone call home
Create ways for students to remember their library books (wristbands, notes etc)
Locker cleanout opportunities at the school may assist in chronic missing items
9-12; See other level guidelines that fit at this level plus:
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Students want to be treated like adults. If you don’t bring your stuff back then they
cannot check out.
Difference between 9th graders and 12th grades. Ninth graders are better at
returning.
Locker cleanout opportunities at the school may assist in chronic missing items
Need to work on lack of responsibility
Emails are automatically sent every week; remind students to check their school
email
There is no accountability for students to bring things back
Guideline 3: Regaining full access rights
Students have the right to regain full access to library materials. As library media specialist,
consider these options for ways that students could regain full access:
K-2;
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Return the materials in good condition
Pay for the full repurchase price of a lost or permanently damaged library materials
Pay a partial cost of the repurchase price of a lost or permanently damaged library
materials
Perform community service in the library or school- parental permission encouraged
(amount TBD)
Read-off your fines with an adult (amount TBD)
Reduce the fine amount (TBD case by case)
Consider extenuating circumstances
3-5; See K-2 guidelines plus:
 Read-off your own fines (amount TBD)
 Read-off your own fines by reading to a younger student or classroom
 Volunteer in the library - parental permission encouraged (amount TBD)
 Blanket charge of $1 or $2 for periodicals.
6-8; See K-5 guidelines that fit plus:
 Donate a gently used book similar value that would be enjoyed by middle schoolers
 Replace the book in good condition
 Spend time with librarian (time and action TBD)
9-12; See K-8 guidelines that fit
Last update: 9/15/14