Circulation Policies Purpose: The circulation policies of the Pasquotank County Library (PCL) exist to facilitate community access to the materials and information in the library's collections, while insuring these same collections are available in good condition for all residents. Policies 1. Library Card Policy 2. Material Loan Limits and Loan Periods 3. Renewal Policy 4. Fines and Fees 5. Claims Returned Policy 6. Overdue Notices 7. Library Material Hold Policy Pasquotank County Library's circulation polices are intended to be in accord with the American Library Association's Library Bill of Rights. 1. Library Card Policy Policy Statement: The Pasquotank County Library issues library cards to facilitate loan of materials, to enable the library to keep an accurate record of which materials are on loan to patrons and prevent fraudulent borrowing of materials. Regulations: Obtaining a Library Card 1. A library card is free to any citizen who lives in the East Albemarle Regional Library System (Pasquotank, Camden, Currituck, and Dare). If you do not live in one of the four counties, you must pay a yearly fee of $15.00 to obtain a library card (except for the military). In order to get a card you must furnish identification (e.g. current North Carolina driver s license, rent receipt, property tax receipt, utility receipt...). On the library card application, the applicant must: a. provide his or her full, legal name, address, and date of birth. b. include a driver's license number if the applicant has one 2. Acceptable photo ID and proof of current address shall be one or more of the following: a. valid North Carolina driver's license or other government issued photo ID with current address b. utility bill or utility installation receipt c. checks printed with borrower s name and address 1
d. property tax statement or receipt e. canceled mail, postmarked within the last two weeks f. typed lease that shows the address g. Department of Motor Vehicles-issued change of address card h. rent receipt i. vehicle registration 3. Residents who cannot verify East Albemarle Regional Library (EARL) residency or temporary residents with one of the above documents and a permanent address outside of North Carolina can receive a guest pass upon presentation of acceptable photo ID. Patrons with a guest pass will be allowed to use ONLY the public computers. 4. Anyone under the age of 18 who is a resident of the region served by the EARL can receive a library card after completing an application and securing the signature of his/her parent or legal guardian. In order for a child to obtain a library card their parent/guardian must have a card. 5. Emancipated minors who have proof of their court ordered emancipation and are residents of the region served by the EARL may receive an adult card without parental consent. 6. Institutions located in the service area of EARL may receive an institutional library card providing the director of the agency is willing to sign a statement committing the institution to being responsible for all books checked out on the institutional card. Procedures 1. Give PCL application to patron to fill out. Ask applicant for ID. a. If applicant does not have a photo ID they may show two of the above types of ID that contain their name and address. b. Verify address and name on ID with application. Check photo for match with person in front of you. c. If applicant is a teenager or child under the age of 17, obtain signature and driver s license number of parent or legal guardian. d. Be sure the email address is written clearly on the application. 2. Check circulation system database for patron s name. If you find patron s name in database check for other matching information: Address, phone number, DL number, birthday. a. If these additional matches exist, check record. If record is clear of fines and fees, inform applicant that it appears they already have a library card and it will cost $1.00 to replace it. b. If the record contains fines and fees over $5.00, inform the applicant of the amount and advise him/her that the account must be cleared before a new library card will be issued for the sum of $1.00. c. If there is a name match but no other matching information, err on the side of the patron and create a new account. d. Explain the option of a PIN number and use the last 4 digits of the patron s telephone number as their pin. 3. Input the information into the circulation system. 2
Renewal of Library Cards a. If you are very busy, it is acceptable to enter the minimum amount of information to create the account and complete putting in the information later. b. Leave the application to be checked later. c. When inputting modes of contact, be sure to set final overdue notice to paper or email notification. 1. All library cards are valid for one year. At the end of that year, patrons will be asked to verify their address and phone number. Procedures: 1. When the computer indicates a patron is blocked due to an expired library card, explain that once a year we check to be sure we have patrons correct addresses and phone numbers. Ask patron to tell you their phone number and address. a. Make any necessary changes b. Change the expiration year to the next month, day, and year, (i.e. change Jan. 5, 2013 to Jan 5, 2014) using the pop up calendar button. Use of Library Cards 1. Patrons can maintain full library privileges by: a. returning materials on or before the due date b. adhering to the borrowing limits for all types of material c. paying for lost or damaged materials before the item is 6 weeks overdue d. keeping the amount of money owed below $5.00. e. promptly informing the library of any change of address or phone number Procedures: 1. If patrons are checking out materials that have a loan limit such as DVDs, (patron can only check out 5 DVDs at a time) the number of items the patron already has checked out counts against the total number allowed. Eg.: If the patron has 4 DVDs checked out, he/she may check out 1 more. 2. Staff will notify patrons of monies owed each time they check out regardless of amount. For example: Just to let you know you owe $3.70 on your account. Would you like to pay that today? 2. Patrons must provide a library card to check out material. However, if the patron has a library card and they forget to bring it they must show a picture ID to check out material. 3
Procedures: a. Whenever a patron calls the branch by phone to conduct a transaction on his/her account, he or she must provide a library card number and/or his or her name and address. b. A patron retains full library borrowing privileges as long as his/her library record is not blocked. A library record becomes blocked under the following circumstances: i. When an item is overdue by 6 weeks and/or ii. When the total amount of unpaid fines and fees exceeds $5.00 and/or iii. When a patron's account has three or more claims returned items on it and/or iv. The account contains lost books c. Once a patron's library card is blocked, all library privileges for that patron are suspended including borrowing, placing items on reserve and renewal of items. Patrons may NOT use the library computers when their card is blocked. d. Because a patron's borrowing privileges are suspended when his/her record shows as blocked, he/she may not use another patron's library card to check out materials, this includes a parent using a child s card. Lost, Stolen, or Previously Issued Library Cards 1. Patrons must report lost or stolen cards in order to avoid being held responsible for materials checked out on their cards. Patron is not responsible for materials checked out after the card is reported lost or stolen. 2. There is a charge of $1.00 to replace a lost library card. 3. In the event that a card is reported stolen, the library staff has the option of waiving the replacement fee. 4. If a patron reports a card lost or stolen, the patron must provide identification in order to get a new library card in addition to paying the $1.00 replacement fee. 5. Children under the age of 18 who do not have picture ID, must give their address and phone number in order to get a new card in addition to paying the $1.00 replacement fee. The address and phone number must match exactly those on the patron's account in the circulation system. In the event that the address and phone number don't match, the child must bring a parent with them in order to get a new library card. 6. If a patron comes to the circulation desk with a previously issued library card,(i.e. a card that has been replaced with another card), the patron must show identification before the staff person will look up the current card number. Staff will collect the inactive card. Patron Responsibilities 1. Because the Pasquotank County Library verifies the identity of all library card applicants, the individual named on the account is responsible for all fines and fees assessed to that account. 4
2. A library patron is responsible for all materials checked out on his or her card or on the cards of children for whom he/she has signed library card applications regardless of who checked the items out. 3. All lost or stolen library cards should be reported immediately because the owner of the card is responsible for all items checked out on the card until the card is reported lost or stolen. 4. When a patron moves, it is the responsibility of the patron to inform the Pasquotank County Library of the new address. 2. Material Loan Limits and Loan Periods Policy Statement: PCL sets loan periods and loan limits in order to provide patrons with fair and reasonable access to the library's resources. The PCL sets limits on the length of time that an individual can keep a specific type of material in order to more fairly distribute limited resources such as audio-visual materials. The limit also reflects the fact that it takes more time to utilize some types of materials than others. Definitions: A loan period is the total number of hours, days or weeks that one patron can keep a specific item. A loan limit is the total number of items of a specific type or total value that any one patron can have on loan at one time. A non-resident is an individual who lives outside of the EARL region and has paid an annual fee for a library card. A verified borrower is an individual who has provided the library with written proof that she/he resides in the East Albemarle Library region. Regulations: 1. Books and magazines, with the following exceptions, are lent for a period of 21 days. The exceptions are: a. New Adult Fiction: 14 days b. High Demand Non Fiction: 14 days c. Reference Books: 1 day (At the discretion of the Information Services Assistant) d. DVDs: 14 days PCL also sets the following loan period limits on non-book items: e. Videos, Music CDs, Audiobooks, & Periodicals: 21 days Genealogy items and Newspapers do not circulate. 2. The material loan limits exist to enable fair access to the Library's resources. Patrons are limited to borrowing according to the following limits: a. 5 DVDs b. 2 reference books c. 7 Periodicals 5
3. Patrons may borrow multiple copies of the same title at the same time unless the title has holds, in which case no patron may have more than one copy of a title at one time. 4. All borrowed materials must be returned to the main library, bookmobile book drop, or a member library of the East Albemarle Regional Library System. Items returned to a non-earl library will accumulate overdue fines until the item is returned to an EARL library and discharged. 5. When the renewal limit has been reached, it is the patron's responsibility to return the item or incur a fine. 3. Renewal Policy Policy Statement: PCL allows patrons to renew library materials as a courtesy to patrons who have not completed their use of an item. Limits on renewals exist so that all patrons can have an equal opportunity to use the library's materials. Definition: A renewal is an extension of the original loan period. A blocked account is one where borrowed materials are four weeks past due or the patron owes more than $5.00. Regulations: 1. Renewals are granted dependent upon: a. material type b. the presence of a request for the material by another patron 2. Reference materials cannot be renewed. All other materials may be renewed twice providing a hold for the material has not been placed by another patron. 3. One additional renewal beyond the original two can be granted at the discretion of the circulation staff. So that other patrons may have a chance to find the item by browsing, materials will not be renewed consecutively more than three times. Items must be returned to the shelf for 24 hours before being checked out again to the same patron. 4. Staff will not discharge a book then immediately check the book out again to the same patron the same day when the renewal maximum has been reached. Materials must return to the shelf for a minimum of 24 hours before being checked out again to the same patron. 5. Library materials can be renewed in person or by phone or through the library's online catalog on the East Albemarle Regional Library s website. 6. Overdue materials can be renewed if the patron s record is not blocked; however any fines incurred prior to the renewal will be added to the patron's account. 7. To maintain the integrity of the reserve system, items for which other patrons have placed holds may not be renewed. 8. When the renewal limit has been reached, it is the patron's responsibility to return the item or risk incurring a fine or lost book charge. 6
4. Fines and Fees 9. Staff will provide patrons with the new due date whenever an item is renewed. If an item is renewed over the phone, it is the patron s responsibility to record the new due date. 10. If the patron's account is blocked, materials cannot be renewed. 11. Renewal requests for Interlibrary Loan materials can only be granted by the Information Services Assistant. Renewals must be requested at least five days before the item is due to give library staff time to contact the owning library. The decision of the owning library is final. Procedures: 1. When a patron requests a renewal, staff will inform the patron that renewals are dependent upon the item being free of holds. 2. When renewing an item for a patron, staff will inform patron as to whether this is the first or second renewal and how many more times the item can be renewed. Policy Statement: PCL charges fines as an incentive for patrons to return materials in a timely manner so that other patrons can have access to the items. PCL charges fees to offset the cost of recovering and replacing lost and damaged library materials. Definitions: A fine is a variable charge imposed for the late return of library materials. A fee is a fixed charge imposed to cover the cost of processing replacement library materials or recovering or replacing lost ones. Regulations: Overdue Fines 1. There will be a five-day grace period for all library materials borrowed from an EARL facility. Items returned after the five-day grace period will be charged fines retroactive to the first day of the grace period. 2. Items not returned during the end of the grace period will be charged 10 cents per day until a total of $25.00 per item has been reached or the cost of the item, whichever is less. 3. There is no grace period for overdue Interlibrary Loan books. The overdue fine for overdue Interlibrary Loan books is 25 cents per day. Charges will begin to accumulate the first day the book is overdue. Suspension of Borrowing Privileges 7
1. Borrowing privileges will be suspended when the amount of money owed reaches or exceeds $5.00 in fines and/or fees. 2. No fines will be charged on the days the library is closed. 3. PCL does not send out notices of fines incurred or monies owed except as a part of overdue notices. Miscellaneous Fines and Fees 1. PCL reserves the right to pass on the cost of fees incurred when borrowing an item for a patron through interlibrary loan whether the patron picks up the item or not. 2. A fee of $1.00 per incident is charged for the replacement of a library card and should be paid at the time the card is issued. 3. PCL charges the following fee for coping or printing per page: 10 cents per page b/w 8.5x11 inch (letter) or 8.5x14 inch (legal) 20 cents per page b/w 11.5x17 inch (tabloid), 75 cents per page color 8.5x11 inch or 8.5x14 inch 4. PCL charges the following fee for faxing: $1.00 for sending local and 1-800 numbers (maximum of 10 pages per transaction) $1.25 for the 1 st page and $1.00 each additional page for long distance (maximum of 20 pages per transaction $.75 to receive a fax $10.00 (per test) Proctoring Test Notarizing Fee $5.00 Fines and Fees for Lost and Damaged Materials 1. Once items have been kept overdue for one (1) year after the due date, the item will be assumed lost and will automatically be marked lost on the patron s record. 2. The library adds a $2.00 processing fee to the cost of replacing any lost library materials. Procedure: 1. Upon receiving payment for lost materials the staff person will fill out a Lost or Damaged Books form and give it to the appropriate department head. If the Librarian would like the item to be replaced, the form should be forwarded to the County Librarian. If no replacement is desired, the item should be withdrawn from the catalog. 2. The library reserves the right to charge a fee to cover the cost of lost or damaged materials. Charges will be imposed for lost or damaged video, DVD, CD or audio book cases at their replacement cost. (See attached chart) 3. Patrons will receive a receipt for payment received when paying for a lost item. 4. Once an item has been paid for, refunds will only be granted within 2 hours of the date and time on the receipt. 8
FEE SCHEDULE Lost Material: 5. If an item is paid for any overdue fines incurred on the item will be waived. 6. The full cost of the item shall be assessed for any items returned damaged if the extent of the damage renders the item unusable. 7. The patron may keep any damaged items for which they have paid. 8. The replacement cost of any lost Interlibrary Loan materials will be determined by the owning library. This may include additional fees beyond the cost of the lost item. Headset: $5.00 VHS case: $1.00 DVD case: $3.00 Cassette case: $1.00 CD: 1 12 capacity case: $5.00 CD: 13 24 capacity case: $7.00 Lost Booklet packaged: $2.00 Music CD: $1.00 Book Jacket: $3.00 Book, Magazine, DVD, CD: Retail price Lost donated paperback books: 1 st offense half of the price 2 nd offense Retail price Damaged Material Erasable Pencil Marks Marks or damages that make the book unreadable If patron denies making the marks (make note of the marks in the back of the book) No Charge Retail Price No Charge Damaged Barcode $1.00 Torn pages $.50 per page Claims Returned Policy PCL extends the privilege to patrons of claiming that they have returned materials that the circulation system indicates are still checked out to them. This policy acknowledges that staff occasionally errs in discharging books from a patron's record. Definitions: Claims returned means that a patron has indicated that they have returned an item that the computerized circulation system indicates is still on their account. 9
Regulations: 6. Overdue Notices 1. If a patron indicates, by phone or in person, that they have returned items the computerized circulation system indicates are still checked out to them, the staff will search the shelves for the items. This may include contacting other branches. 2. A staff person will immediately initiate a shelf search. If the staff person finds the items in question, the items will be discharged from the patron's record in such a way that no fines will be incurred. 3. If the staff person does not find the items in question on the shelf, he/she will mark the items claims returned on the patron's record. 4. Patrons will be notified either in person or by phone of the status of their accounts after the search. 5. Patrons may search the shelves for the items in question. If they are found, the items will be discharged from the patron's record in such a way that no fines will be incurred. 6. Items marked claims returned remain on the patron's record. Patron's may have two claims returned items on their record and maintain borrowing privileges. Upon claiming the third item to be already returned, the patron will lose his or her borrowing privileges until the items in question are returned or paid for. In the case of circulating items with borrowing limits, the number and type of items with claims returned status will count against the total number of items that can be borrowed. For example, if a patron has 2 "claims returned" DVDs, they will only be able to check out 3 DVDs. 7. Claims returned status will be removed from an item on a patron's record only if the item is located either by the patron at home or by staff at the library and subsequently discharged. 8. The library maintains, as a part of the patron's record, the number of items a patron has claimed to return items over their lifetime as a patron. 9. If patrons finds an item previously claimed to be returned they are expected to return the item to the library and will not incur a penalty for doing so. Procedures: 1. Patrons will be notified of the claims return limits each time they claim to have returned an item. Patrons will also be notified that they will lose their library privileges with the third claims returned but that privileges can be restored by paying for the claims returned items. Policy Statement: PCL sends overdue notices to patrons as a courtesy to remind them of materials kept past the due date. Definitions: An overdue item is an item that has not been returned to the library by the due date. 10
An overdue notice is a mailed or e-mailed notice listing library materials that have been retained past the due date. Regulations: 1. The first overdue notice will be via telephone call or e-mailed to patrons when materials checked out on the patron's card have been kept 14 days past the due date. 2. The second overdue notice will be mailed or e-mailed to patrons when materials checked out on the patron's card have been kept 28 days past the due date. 3. The library does not mail notices for fines incurred or monies owed. 4. Patrons with email addresses on file will receive a courtesy notice prior to the due date of materials. 5. Patrons with email addresses on file will receive first and second overdue notices by email. Final notices will be mailed. Library Material Hold Policy Policy Statement: PCL accepts holds for library materials in order to provide access to high demand materials and materials located at the various EARL branches. Definitions: A hold is a request, placed by a patron, for an item from the collection to be held in their name for future pickup from a designated location. Regulations: 1. All library patrons in good standing may place holds on library materials. 2. Patrons with blocked records may not place holds on materials. 3. There is no charge for placing a hold on library materials. 4. Reference and Microfilm items may not have holds placed on them. 5. Holds must be picked up in person within 3 business days of being notified the hold is available and can only be checked out on the card upon which the reserve was placed. 6. Patrons may place holds in person, by telephone, and via the East Albemarle Regional Library online catalog. Patrons are blocked from placing holds through the online catalog if their records are blocked or they have items overdue. 7. Patron s may call and request their hold be sent to another East Albemarle Regional Library branch for pickup if they cannot get to the original holding library. 8. Patrons will be notified by phone or email that the held item is available for pickup. 9. Patrons may place a hold on on-order items as soon as they are listed in the online catalog. 10. Patrons may place a hold on more than one copy of an item at the discretion of the circulation staff. 11. Holds will remain active for six months. If the hold has not been filled by that time, patrons will receive a notice from the library that their hold has been cancelled. Pasquotank County Library Employee Borrowing Privileges 11
1. PCL employees are granted waiving privileges on amounts not to exceed $25.00. 2. PCL employees may not renew books for themselves that are on reserve for other patrons or staff members. 3. PCL employees may renew materials 3 times if there are not any holds on the item (s). 4. PCL employees must wait their turn on reserve lists and may not change their priority to be higher on the list for materials. 5. PCL employees must pay for items that they lose. The library director will make a payment arrangement with the employee. 6. Staff members who leave the employment of PCL will have their status changed from staff to adult. Approved by the Pasquotank County Library Board of Trustees April 8, 2014 12