Circulation/User Registration

Any person is eligible to freely register as a user of the Polk County Public Library and is thereby entitled to use the facilities, services, materials, and equipment which are provided for public use as long as he complies with all the rules pertaining to the use of the library and pays all fines and other charges incurred by him or anyone using his library card. In order to register as a library user the person must meet the requirements outlined in the library's registration procedures.

An institution, including a business or public/private agency, may be freely registered as a library user and thereby be entitled to the same rights and privileges available to individual library users as long as the institution complies with all the rules pertaining to the use of the library and pays all fines and other charges incurred in the name of the institution. In order to be registered as an institutional user an authorized person within the business or agency must meet the requirements outlined in the library's registration procedures.

Library User Registration Procedures

• Registration
  • Ask individual’s name
  • Check computer file to determine if individual has ever had a card
• If name is found, refer to re-registration procedures.
• Have individual fill out registration form if name is not found in file.
• Check registration form for acceptable address.

  Examples of acceptable address:

  • Picture ID from Highway Patrol
  • Employee ID card
  • College ID card

• If individual does not have correct address on picture ID, verify address using other forms of verification.

Examples of address verification:

• Postmarked letter
• Personalized check
• Receipt

• If individual does not have picture ID, verify individual’s identity and address using two forms of verification.

  Examples of other forms of verification:

  • Credit card
  • Social Security card
  • Bank card

• If individual is under 16 years of age, go to procedures for registration of minors.

• Check entire registration form for accuracy and completion.

• Issue library card to individual.

B. Re-Registration

• Confirm library user information in registration file and make necessary changes.
• Check the following:
  • Address
  • Telephone number
  • Township
• Change the expiration date to three years from date of re-registration.

C. Registration of Minors

DEFINITION: For library registration purposes, “minor” is defined as anyone under 16 years of age.

• Follow general registration procedures through step four.
• Have parent or guardian sign minor’s registration form
  If parent or guardian is unable to come to library, mail signature request letter (see example) and registration form to him.
• Check entire registration form for accuracy and completion.
• .Issue library card to individual.

EXAMPLE: SIGNATURE REQUEST LETTER

Dear Parent or Guardian:
Your child applied for a Polk County Public Library user card. In order to issue this card we must have your signature on the enclosed registration form.

Please return this form by mail or in person.

Sincerely,

D. Institutional Registration

DEFINITION: For library registration purposes, “institution” is defined as any business or agency, public or private.

• Ask individual applying for institutional card whether he is authorized to act on behalf of the institution. If individual is not authorized, give him a registration form to be completed by an authorized representative of the company.
• Check computer file to determine if a user card has ever been issued to institution. If institution’s name is found, go to re-registration procedures.
• Have individual fill out registration form in official name of institution.
• Verify institution’s name and address.

Examples of forms of verification:

• Business card
• Stationery
• Copy of business license
• Institutional check post marked letter

• Issue library card to institution with three-year expiration date.

E. Name Change

• Ask user to complete new registration card.
• Destroy old registration card.
• Assign former library card number to new registration.
• Change user name on computer records

• Books, audio books, magazines, and all other formats of materials except videos and DVDs circulate for two weeks. Videos and DVDs circulate for one week. Extended loans may be arranged upon request for specific instructional materials such as language learning tapes upon request of the borrower and at the discretion of the library staff on a case by case basis, but extended loans are not to be granted on most library materials. Circulation policies and procedures are to be implemented equitably by library staff for ALL library users, and failure to do so is a violation of this policy.
• The bookmobile circulates items, excluding videos and DVDs, for one month. videos and DVDs may be checked out through the bookmobile if the patron assumes responsibility for returning the video or DVD to the main library within one week.

Exceptions to policy:

- The current issue (in plastic cover) of a magazine does not circulate.

- Reference books (marked R) do not ordinarily circulate. Special overnight or over-weekend checkouts of reference books may be made by the library staff on rare occasions when the library staff judge that (a) the format and condition of the material permits a special overnight or weekend check out and the patron cannot make use of the material in the library or by photocopying, and (b) the patron agrees to return the material immediately (within 30 minutes) if other patrons request the material for use during library hours. In making the decision to make a special checkout, the preceding factors are considered conjointly.

• All materials, except videos and DVDs, may be renewed unless reserve has been placed on the material.
• There is no limit to the number of library materials other than videos and DVDs that an adult may borrow at one time unless the number is greater than 40 items and the library staff judge that the checking out of over 40 items depletes a subject area that may be needed by other patrons. The limit on videos and DVDs is 5 videos and DVDs per household checked per one week circulation period. An exception may be made for boxed sets with more than five separate barcodes in one set.

B. Fines And Fees

• There is no residency requirement or out-of-county fee charged by the Polk County Public Library. Any individual may borrow materials freely from the Polk County Public Library as long as they follow the user registration procedure outlined in this policy and pay the fines and fees promptly for any debt incurred from the use, loss or damage of materials borrowed.
• The fine for overdue library materials except videos and DVDs is 10 cents per day to a maximum of $2.00 for each item. Fines are not charged for any day the library is closed (Sundays, Mondays, Holidays, etc.). The fine for overdue videos and DVDs is $1.00 per day to a maximum of $10.00
• The charges for photocopies are 15 cents per copy for library materials and 20 cents per copy for non-library materials.
• The charges for computer paper used to print out data from the Internet or reference databases in the Library is 15 cents per page.
• Charges for lost or damaged materials will equal the current list price of the item if the item is still in publication or production. If out of print or production, library staff may set a price based on a price listed in standard library tools or materials price resources or provided by other libraries, book dealers, or agencies.
• Library users are responsible for all materials checked out on their cards. Materials loans to another person or jointly used for projects are the responsibility of the person who checked them out.
• The parent or guardian is responsible for materials checked out on a child’s card and for any fines and overdue items.

C. Reserved, Renewed And New Materials

• Reserved Materials: A patron may reserve materials, except videos and DVDs, by filling out a RESERVE REQUEST form. Videos and DVDs may not be reserved.
• Renewal of Materials. Reserved books may not be renewed. A patron who cannot get the reserved book back when it is due must pay the overdue fine. Videos and DVDs may not be renewed. All other library materials may be renewed if a reserve request has not been placed on them.
• New Materials. New books are shelved in a special area and carry green glow dots on the spine. All other new materials are incorporated directly into the collection to which they belong.

D. Interlibrary Loans

• The term “interlibrary loans” refers to materials we do not own but which may be borrowed from other libraries.
• The Library Associate for Public Services is responsible for executing interlibrary transactions with other libraries.
• Interlibrary loan requests may be made by filling out reserve request forms for materials not in the library's collection. The full name, address and telephone number of the patron requesting the interlibrary loan is needed.
• The Library Associate for Public Services reviews all requests for materials not in the library's collection and makes a decision on:
  • whether the item is currently being ordered or is to be ordered for the collection,
  • whether the material falls under the state interlibrary loan guidelines and can be obtained through interlibrary loan, or
  • whether the patron should be referred to another library or agency.
• Among the types of materials that cannot be borrowed usually from other libraries are:
  • reference books (directories, etc.),
  • periodicals (magazines, journals, etc.)
  • newspapers, and
  • recent fiction and non-fiction (published within the past year).
• In the case of reference works and periodicals, the Library can request photocopies of short articles. The patron must pay all charges. (See below.)
• The patron must pay 50 cents to offset postage cost for each book he/she borrows from interlibrary loan. Cost for films, videos and DVDs and photocopies through interlibrary loan vary depending on the individual lending library's charge. Library users are informed of the charge and pay the cost when they pick up their materials. When patrons request this type of material, they should be asked at the time of the request if there is a maximum charge that they will pay and this should be noted on the interlibrary loan request form.

E. Photocopies

• Generally, a staff member will be available to make photocopies.
• If a patron or volunteer is adept at the machine he or she may make such copies. The charge is 15 cents per copy for library materials and 20 cents per copy for non-library materials.

F. Copyright Law
A summary of the copyright law is posted near the copier. Main points include permission to:

• Make as many copies of personal documents (non- copyrighted) as is needed. Make one copy of a portion of a library book for personal use (not to exceed 25 pages).
• Make one copy of a magazine article in its entirety for personal use.
• Make one copy of a sheet of music or a selection from a music book. Patrons wishing to make multiple copies of sheet music do so in violation of the copyright law and must be informed of this by library staff.

Policy approved by Library Board of Trustees, April 14, 1994
Sarah Staton, Chairperson
Policy last updated/modified October 18, 2001
Robert Shuford, Chairperson