This page answers common AAR questions.
How will we account for the items that were excepted from AAR 2021 due to pandemic restrictions?
For reference, see PPV (Pandemic Patron Verified)
In 2021, we made exceptions for materials that were overdue because of COVID related closures and service changes. Borrowing partners changed the request status to Conditional when it was confirmed that the item was still in the patron’s possession, but that they were not able to return immediately because of the pandemic. Items in a Conditional status were removed from the Master List during the 2021 AAR process. Items remaining in Conditional status, indicating that they have not been returned, will be added to the 2022 Master List. The RSF Program Manager has already emailed all borrowing libraries with outstanding Conditional items. Any that are not cleared to another status by July 11, 2022 will be included in the Master List for Billing.
Should a damaged item be reported to the Resource Sharing and Fulfillment Program Manager to be added to the Master List?
Repairable: No. Do not include repairable items on the AAR list.
Consortium agreement: We do not keep records for repairing items damaged through Summit because the effort of keeping and billing outweighs the charges. In a spirit of cooperation, the cost is absorbed by the lending library.
Non-Repairable: Yes. Include non-repairable items on the AAR list. For damages that leave the item no longer usable, the item will be billed at the standard replacement rate and administrative fee.
We’ve searched everywhere and this item is definitely lost! Should it go on AAR?
Lost by patron and/or borrowing library: Yes. Include on the AAR list.
Never received by borrowing library/Lost by the courier: Yes. Include on the AAR list for searching and record cleanup, but exclude from the list for billing purposes. In order to get reimbursed for these items, the lending library will need to submit a claim to Expak after following the missing/lost materials procedure.
Items lost by Summit Visiting Patrons: No. Local items checked out to Summit Visiting Patrons should not be included on the AAR list. The patron’s home library is not responsible for these items. Members must follow up with the patron directly. If the visiting patron doesn’t respond, reach out to their home library for assistance.
Should a “Claims Returned” item go on AAR?
Yes! Regardless of whether or not the borrowing library holds their own patron accountable and bills them for “claims returned” items, the item was never returned to the lending library. It should therefore be included on the AAR list.
An item was returned after AAR was completed – can we get the replacement fee back?
No. There are no refunds or credits for borrowing libraries after AAR is completed.
Each library has its own policy with regard to issuing refunds or credits to patrons who return materials after the AAR billing cycle has been completed (i.e. how long after billing is it still possible to get a refund, etc.). Return the item to the owning library regardless of whether or not they have already replaced it. Retention decisions are the prerogative of the lending library.
How do I ensure an item appears on the AAR Master List?
There are two methods:
- Lending library manually changes the request status to an AAR eligible status: Received by Partner, Lost, or Damaged
- Email the RSF Program Manager with request info. Copy/paste the line from the Problem List, or send the External Identifier and Title.