Set Up Fine Policies
Set Up Fine Policies
Configure library fine policies for overdue materials, lost items, and damaged resources.
Time required: 10-15 minutes
Module: openeducat_library, openeducat_library_enterprise
User role: System Administrator, Library Admin
Prerequisites
- System Administrator or Library Admin role
- Library module installed
- Library categories configured
Steps
Step 1: Access Fine Settings
- Go to OpenEduCat -> Library -> Configuration -> Fine Policies
- Or Library -> Settings -> Fines
- Click Create
Step 2: Enter Policy Information
| Field | Required | Description | Example |
|---|---|---|---|
| Name | Yes | Policy name | ”Standard Fine Policy” |
| Code | Yes | Unique code | ”STD-FINE” |
| Description | No | Policy details | ”Default fines for all materials” |
Step 3: Configure Overdue Fines
| Setting | Description | Example |
|---|---|---|
| Fine per Day | Daily overdue charge | $0.50 |
| Grace Period | Days before fine starts | 1 day |
| Maximum Fine | Fine cap | $25.00 |
| Weekend Exempt | Skip weekends | Yes |
Step 4: Set Fine Tiers
Configure graduated fines:
| Days Overdue | Fine Rate | Cumulative |
|---|---|---|
| 1-7 days | $0.50/day | Up to $3.50 |
| 8-14 days | $1.00/day | Up to $10.50 |
| 15-30 days | $2.00/day | Up to $42.50 |
| 30+ days | Item cost | Replacement |
Step 5: Configure Lost Item Fines
| Setting | Description |
|---|---|
| Replacement Cost | Item price |
| Processing Fee | Additional charge |
| Loss Declaration | Days until lost |
| Refund Policy | If item returned |
Step 6: Set Damage Fines
| Damage Level | Description | Fine |
|---|---|---|
| Minor | Slight marks, wear | 10% of cost |
| Moderate | Pages torn, binding loose | 25% of cost |
| Major | Significant damage | 50% of cost |
| Severe | Unusable condition | 100% of cost |
Step 7: Assign to Categories
Link policy to material types:
| Material Type | Fine Policy | Notes |
|---|---|---|
| General Books | Standard | Default |
| Reference | No fine | Non-circulating |
| Reserve | High fine | Short loan |
| Multimedia | Premium | Higher value |
Step 8: Configure Notifications
| Notification | Timing | Recipient |
|---|---|---|
| Due Reminder | 2 days before | Borrower |
| Overdue Notice | 1 day after | Borrower |
| Fine Alert | Weekly | Borrower |
| Lost Notice | At declaration | Borrower |
Step 9: Save Policy
Click Save to create the fine policy.
Fine Waiver Rules
Configure automatic waivers:
| Condition | Waiver | Approval |
|---|---|---|
| First offense | 50% | Automatic |
| Medical reason | 100% | With docs |
| Library error | 100% | Librarian |
| Technical issue | 100% | IT confirm |
Fine Payment Options
| Method | Description |
|---|---|
| Cash | At library counter |
| Account | Debit from fee account |
| Online | Portal payment |
| Card | Debit/Credit card |
Field Reference
Fine Policy
| Technical Field | UI Label | Type | Notes |
|---|---|---|---|
name | Name | Char | Policy name |
code | Code | Char | Unique code |
fine_per_day | Daily Fine | Float | Amount |
grace_period | Grace Period | Integer | Days |
max_fine | Maximum Fine | Float | Cap amount |
weekend_exempt | Skip Weekends | Boolean | Weekend rules |
Lost Item Settings
| Technical Field | UI Label | Type | Notes |
|---|---|---|---|
lost_after_days | Lost After | Integer | Days to declare |
processing_fee | Processing Fee | Float | Additional charge |
refund_percent | Refund % | Float | If returned |
Troubleshooting
Fines not calculating
Check fine policy is assigned to the material category.
Wrong fine amount
Verify daily rate, grace period, and tier settings.
Notifications not sending
Ensure scheduled actions are running and email is configured.
Related: Manage Library Categories | Configure Email Notifications