How Polaris Calculates Fines

General

When a patron returns an overdue item, overdue fines are calculated based on a combination of 3 factors:

• The patron's Patron Code
• The item's Fine Code
• The Check-In Branch

Each combination of Patron Code / Fine Code / Check-In Branch exists as an entry in a large table in the Polaris settings.  When an overdue item is checked in, Polaris looks up the combination in the Polaris settings and returns the appropriate overdue charge per day, Maximum Fine, and Grace Period.

For example, here's a sample of what an abbreviated Fine Code table might look like:

If an Adult patron returned a Movie at Branch A, Polaris would look up these three values and return an overdue fine of $1.00 / day.  If the same item was returned at Branch B, there would be no fines.  In this sample, Branch B is fine free

This WebReport displays the table of Fine Codes for each library in Pinnacle.

Additional Modifiers to Fine Calculations

• Closed Dates - Fines are not charged for dates that are marked as closed in Polaris.  For example, if an item is 4 days overdue, but one of the days is a closed date, the patron will only be charged for 3 days.
• Free Days - In the check-in workform, staff may add "free days" to omit a certain number of days from the fines calculation. This is primarily used for backdating materials that were returned in a library bookdrop overnight.

Grace Periods

A grace period allows a patron to return an item that is slightly overdue without incurring a fine.  Grace periods are set in association with the patron code/item fine code/check in location combinations in the Fines table. If an item is returned within the grace period, no fines are assessed when the item is checked in.

Once an item is overdue longer than the given grace period, the fine will include all of the days that the item is overdue, including the days that could've fallen within the grace period.  This is different than Free Days which always omit certain days from fine calculation.

A Grace Period cannot be modified by the Free Days option.  If an item that is 4 days overdue is returned to a library with a 3 day grace period and is given 1 free day, Polaris will charge the patron for 3 days overdue (4 days overdue minus 1 free day. The patron has reached the end of the grace period so it no longer applies).