Debt Repayment Policy
A. Objective
The Royal Military College Saint-Jean Library (RMC Saint-Jean) Debt Repayment Policy establishes the repayment methods used by the library to protect and recover its documents, including textbooks (Crown’s property) that have been lost or damaged by RMC Saint-Jean Library users. The reimbursement methods available depends on the user category to which the person belongs.
The categories of users covered by this policy without being limited to these are:
- Officer Cadets and CAF members
- RMC Saint-Jean staff (public servants)
- Non-public servant contract teachers
- External users: current Cégep de Saint-Jean-sur-Richelieu students, Saint-Jean-sur-Richelieu public library users holder of valid membership card, Corporation Fort-Saint-Jean staff, Canex staff
The term "lost document" means: any physical document (book, DVD/Blu-ray/4k, periodical, board game, etc.) belonging to the RMC Saint-Jean library that is registered in the user's account and has been declared lost by the user or has not been brought back by the user during the annual inventory of the library taking place in the Spring.
The term "damaged document" means: any document that has been scratched, annotated, pencilled, highlighted, cut, torn, dog-eared, damaged by water or any other substance, as well as any damage caused by a pet.
B. Repayment Methods
According to its specific context, the RMC Saint-Jean Library put into practice the Values and Ethics Code for the Public Sector (Government of Canada, 2011) and the Department of National Defence and Canadian Forces Code of Values and Ethics (Department of National Defence, 2012).
The RMC Saint-Jean Library favours donations as a repayment method since it requires minimal resources to recover the Crown’s property from its users, throughout the administrative operations involved in this process.
Officer Cadets and CAF members
In accordance to article 83.03 Administrative deduction, in Volume I - Administration, Chapiter 38: Liability for Public and Non-Public Property of the Queen’s Regulations and Orders for the Canadian Forces (ORFC), the applicable repayment method for Officer Cadets or any CAF member is the administrative deduction.
RMC Saint-Jean Staff (Public Servants)
The two repayment methods available are:
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Donating the RMC Saint-Jean Library an identical copy (or latest edition published) of the lost or damaged document.
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If the document is no longer available on the market, including its latest edition, the user may make an agreement with the Head Librarian to determine a document whose cost and content are equivalent to the lost or damaged document in order to pay off his debt. The document must be purchased by the user and donated to the library.
Note 1 Documents donated to the library to repay a debt aren’t eligible for an official tax credit receipt.
Note 2 If the user chooses to make a donation to the library to pay his debt, he must ensure that this donation is returned to the library by June 15 of the current year, otherwise an administrative deduction will be made in order to recover the Crown’sproperty as soon as possible.
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If the document is no longer available on the market, including its latest edition, the user may make an agreement with the Head Librarian to determine a document whose cost and content are equivalent to the lost or damaged document in order to pay off his debt. The document must be purchased by the user and donated to the library.
- Administrative deduction from the employee's pay corresponding to the cost of replacing lost or damaged documents.
Non-Public Servants Contract Teachers
Non-Public Servants Contract Teachers must bring back the documents borrowed at the library before the end of their teaching contract.
When a document is not returned to the library before the end of the teaching contract is declared lost by the teacher or has been damaged, the teaching resources provider employing the teacher is contacted by RMC Saint-Jean. The teaching resources provider makes sure to follow up with the teacher so that the debt is repaid, within the current year at the latest on the date indicated below:
- Loaned during the Fall semester: January 20
- Loaned during the Winter semester: June 15
The two repayment methods available are:
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Donating the RMC Saint-Jean Library an identical copy (or latest edition published) of the lost or damaged document.
-
If the document is no longer available on the market, including its latest edition, the user may make an agreement with the Head Librarian to determine a document whose cost and content are equivalent to the lost or damaged document in order to pay off his debt. The document must be purchased by the user and donated to the library.
Note 1 Documents donated to the library to repay a debt aren’t eligible for an official tax credit receipt.
Note 2 If the user chooses to make a donation to the library in order to pay his debt, he must ensure that this donation is returned to the library within the deadlines indicated above, otherwise the teaching resources provider employing the contract teacher will be responsible for recovering the Crown’s property directly from its employee as soon as possible.
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If the document is no longer available on the market, including its latest edition, the user may make an agreement with the Head Librarian to determine a document whose cost and content are equivalent to the lost or damaged document in order to pay off his debt. The document must be purchased by the user and donated to the library.
- The teaching resources provider employing the contract teacher will use the method of its choice to repay the teacher's debt. The amount claimed will minimally cover the cost for replacing lost or damaged documents.
External Users
The repayment method for this user category is:
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Donating the RMC Saint-Jean Library an identical copy (or latest edition published) of the lost or damaged document.
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If the document is no longer available on the market, including its latest edition, the user may make an agreement with the Head Librarian to determine a document whose cost and content are equivalent to the lost or damaged document in order to pay off his debt. The document must be purchased by the user and donated to the library.
Note 1 Documents donated to the library to repay a debt aren’t eligible for an official tax credit receipt.
Note 2 As long as the repayment of a debt is pending, the user’s borrowing privilege will be suspended at the RMC Saint-Jean Library. If the user has other documents registered in his account, he will not be allowed to renew his other loans and mustreturn all the documents already registered in his account as soon as possible.
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If the document is no longer available on the market, including its latest edition, the user may make an agreement with the Head Librarian to determine a document whose cost and content are equivalent to the lost or damaged document in order to pay off his debt. The document must be purchased by the user and donated to the library.
C. Inter-Library Loans (ILL)
Documents loaned to the user through RMC Saint Library's Inter-library Loan Service (ILL) are subject to the inter-library loan policy of the institution to which they belong.
D. References
RMC Saint-Jean Library. (2021). Code of Conduct. (Shared on MS 365).
Government of Canada. (2006). ORFC: Volume I - Chapter 38 Liability for Public and Non-Public Property.
https://www.canada.ca/content/dam/dnd-mdn/migration/assets/FORCES_Internet/docs/en/about-policies-standards-queens-regulations-orders-vol-01/ch-38.pdf
Government of Canada. (2011). Values and Ethics Code for the Public Sector.
https://www.tbs-sct.canada.ca/pol-cont/25049-eng.pdf
Department of National Defence. (2012). Department of National Defence and Canadian Forces Code of Values and Ethics.
https://www.canada.ca/content/dam/dnd-mdn/documents/reports/code-value-ethic-en.pdf
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