Dear All,

Thank you so much for all your replies and interest in this topic. I got some good ideas from other institutions, but it is clear that most institutions are looking for new ways to proceed.

For anyone interested in the OFT guidance, it can be found here, http://webarchive.nationalarchives.gov.uk/20140525130048/http:/www.oft.gov.uk/OFTwork/consumer-enforcement/consumer-enforcement-completed/university-terms/. A summary is available here, http://webarchive.nationalarchives.gov.uk/20140525130048/http://www.oft.gov.uk/shared_oft/consumer-enforcement/UTC-conduct-sanctions.pdf. The full report is available here: http://webarchive.nationalarchives.gov.uk/20140525130048/http://www.oft.gov.uk/shared_oft/consumer-enforcement/OFT1522.pdf. The relevant sections are 3.2 and 3.3 on pages 49-50. Although the OFT claims it is 'legally doubtful' to withhold degree certificates, this has yet to be tested in court, so institution can continue to use this sanction at the present time. It does, however, state:

"It is illegal to withhold examination marks because of outstanding debt, in that these must be supplied on a formal request being made under the Data Protection Act 1998."

In summary, the most common form of debt collection is through university Finance departments, although the level of debt at which this happens varies. Most libraries are relying on their standard invoicing/fines procedure to recover books and pass the debt to their Finance departments if these fail. Some libraries have developed particular communication strategies (usually combining email, letters and telephone calls) for graduating students which seem to work quite well, or very well in one case where there is usually a 100% success rate!


A list of the responses is below:

One library is withholding the right to attend graduation ceremonies for students with outstanding library debts and sending reminders when the tickets went on sale. This had a good response from those wanting to attend the ceremony. Otherwise, they use debt collection.

One library is continuing to chase students by email and telephone, then after the end of the summer term is converting loaned books into invoices, adding that to fines and sending a list of readers with fines £5+ to Finance. The fines and book charges will count as non-tuition fee debt and will be collected by 
Finance's usual debt collection mechanisms. These amounts will not prevent students from Graduating.

One library uses debt collection for £100+ through their Finance department, but otherwise does not pursue debt recovery themselves.

One library is passing debt of £50+ to Finance.  In May the students with fines/overdue books are sent a series of emails. In June they are chased by telephone and weekly emails and given a deadline to clear their library accounts a few days prior to the University deadline for clearing University debts. There is a graduate poster campaign for the month of June reminding students to clear their library accounts.  Most years I get 100% recovery of items and most of the fines paid.

One library has tightened their invoicing procedures to speed up the process and is telephoning students to encourage them to return books and pay fines over £20. They are also considering an amnesty on fines if the books are returned.

Two libraries are using repeat notifications and display messages at key times of year, including when students log in for exam results, when graduation invites are sent out, and at re-enrolment.  

One library is continuing to withhold degree certificates for the time being.

One library is investigating the possibilities of recording library debts on student records so that future references to employers might take it into account and another possible course of treating library debt as a disciplinary matter, although may decide not to take either of these ideas forward.

Best wishes,

Aidan.

Aidan Smith
Subject Librarian for Business, Economics & Informatics 
Library 
Birkbeck, University of London 
Malet Street 
London
WC1E 7HX
Tel: 020 7631 6062

E-mail: [log in to unmask]


-----Original Message-----
From: A general Library and Information Science list for news and discussion. [mailto:[log in to unmask]] On Behalf Of Aidan Smith
Sent: 09 June 2014 12:28
To: [log in to unmask]
Subject: Debt recovery for graduating students

Dear All,

 

In previous years at Birkbeck we have withheld examination results until library debts were cleared and all books were returned. In light of recent guidance from the OFT about universities' terms and conditions, it has been decided that we will not be using this sanction in future and want to look at alternative means. We are especially concerned that completing students are more likely to not return their books. Although the OFT recommends pursuing court action to reclaim debts, we are not sure that this is the best way ahead. Does anyone do this at the moment and if so, does it work?

 

Does anyone use any alternative sanctions or forms of persuasion to get graduating students to return their books and pay off any remaining fines that are successful?

 

Any answers will be gratefully received,

 

Aidan.

Aidan Smith

Subject Librarian for Business, Economics & Informatics 

Library 

Birkbeck, University of London 

Malet Street 

London

WC1E 7HX

Tel: 020 7631 6062

 

E-mail: [log in to unmask]