This page answers common AAR questions.
Are there exceptions that can be made for materials that have been patron verified but not returned due to pandemic restrictions?
YES! PPV (Pandemic Patron Verified) 2019-2020 AAR Flexibility
For materials that are overdue during this AAR processing period, It will be acceptable for partners to change the status to Conditional for materials that can be identified by the patron as still physically in their possession, but that they may not be able to return immediately because the material is in a closed or inaccessible location. As long as the Borrowing Library trusts their patrons to verify they have the materials in question, these materials will move to a Conditional status and fall off of the Master List. The borrowing library will need to communicate this with the Lending Library through General Messages to make sure their lending status is also set to Conditional and that this material is not included on this year’s AAR master list. If materials with this status are determined to be lost at any point, that material will then be added to the following year’s AAR process. As part of AAR 2022, we will revisit every item with the Conditional status and if it has not been returned it will be included for the 2022 Master List. Incorporating this functionality into the AAR process for the 2019-2020 reporting period will help ease this process on both partner libraries and the patron.
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 & 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.