Circulation/User Registration

Any person is eligible to apply for registration as a cardholder of the Polk County Public Library at no cost as long as that person honors the requirements stated in the library's registration procedures. Library cards are offered for a three-year period and may be renewed at the end of that time provided all procedural requirements are met.

An institution, such as a business or private agency, including but not limited to assisted living centers, group homes, or childcare facilities, may be registered as a library user at no cost. These institutions will 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. In order to be registered as an institution, an individual must supply proof indicating legal authority to sign agreements for that institution. Fines and other charges are incurred in the name of the institution. In addition, the institution must meet the requirements outlined in the library's registration procedures as below.

A. Library User Registration Procedures

Library card applicants must present proof of identity in the form of a valid picture I. D. Examples include:

• Driver's License or other state-issued I. D.
• School I. d.
• Military I. d.
• Passport
• VA Veteran's card

Library card applicants must provide verification of current mailing address. Examples include:

• Utility bill (electric, gas, water, telephone)
• Insurance policy/card
• Personalized check
• Bank statements
• Tax notices

If name or address status changes, it is the responsibility of the cardholder to inform the library of those changes. , it is the responsibility of the cardholder to inform the library of those changes.

A PIN number must be used in conjunction with an individual's library card to check library accounts online and is necessary for use of public computers in the library. PIN numbers are assigned at registration or upon patron request.

B. Registration of Minors

For library registration purposes, "minor" is defined as anyone under 16 years of age. When registering, parent/guardian must accompany minor to sign card. Parent/guardian will be responsible for items checked out by the minor in his/her charge.

C. Institutional Registration Verification

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

Examples of forms of institutional verification are:

• Business card
• Business stationary
• Copy of business license
• Institutional check
• Post-marked letter

Library Circulation Policies

A. Circulation

• Books, audio books, magazines, and all other formats of materials (except DVDs) circulate for two weeks. DVDs circulate for one week. Extended loans will not be granted on most library materials; however extended loans may be arranged (on a case by case basis) for specific instructional materials, such as language learning tapes, at the request of the borrower and at the discretion of the library staff.
• The bookmobile circulates items, excluding DVDs, for one month. DVDs may be checked out through the bookmobile if the patron assumes the responsibility for returning the DVD to the main library within one week.
• Parent or guardian must accept responsibility and sign permission for all DVDs checked out by minors. Parents/guardians sign for DVDs at the circulation desk upon checkout.
• All materials, except DVDs, may be renewed up to three times unless a reserve has been placed on the material.

Exceptions to policy:

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

Reference books (marked R) do not ordinarily circulate. Special overnight or over-weekend check outs for reference books may be granted 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.

• There is a limit of forty library material other than DVDs that an adult may borrow at one time. The library also has a limit of five DVDs per household, checked out for a one-week circulation period.

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 he/she follows the library card registration procedures outlined in this policy and pays fines and fees promptly for any debts incurred from the use, loss or damage of materials borrowed.
• The fine for overdue library materials, except DVDs, is 10 cents per day to a maximum of $4.00 for each item. Fines are not charged for any day the library is closed (Sundays, holidays, etc.). The fine for overdue DVDs is $1.00 per day to a maximum of $10.00
• Patrons with fines exceeding $10.00 will have library privileges suspended. Library privileges may only be reinstated when all fines are paid in full.
• The charges for photocopies is 20 cents per copy. The charges for computer paper to print data from computers in the library is 20 cents per page for black and white copies and 25 cents per page for color copies.
• Charges for lost or damaged materials will equal the current list price of the item if it is still in publication or production. Library staff may set a price based on prices listed in standard library tools, material price resources, or quotes from other libraries, book dealers, or agencies for items that are out of print or production.
• Library users are responsible for all materials checked out on their cards. Materials loaned to another person or jointly checked out 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.
• In the event that library fines are incurred that require court action, the library user will be liable for all court costs and attorney fees.

C. Reserved and Renewed Materials

Reserved Materials:

A patron may place a hold on materials, except DVDs, by filling out a RESERVE REQUEST form in person or online. DVDs may not be reserved.

Renewed Materials:

All library materials may be renewed up to three times if a reserve request has not been placed on them. Books with pending requests may not be renewed. DVDs may not be renewed.

D. Interlibrary Loans

The term "interlibrary loan" refers to materials we do not own but which may be borrowed from other libraries.

Interlibrary loan requests may be made by filling out a reserve request form for materials not in the library's collection. The library 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
• Whether the patron should be referred to another library or agency.
• Among the types of materials that usually cannot be borrowed from other libraries are:
  • Reference books (directories, etc.),
  • Periodicals (magazines, journals, etc.)
  • Newspapers, and
  • Recent fiction and non-fiction (published within the past year).
  • DVDs and audio books

In the case of reference works and periodicals, the library can request photocopies of short articles. costs for photocopies vary depending on the individual lending library's charge. The patron must pay all charges.

A postage cost of $2.00 is required of all patrons for each book he/she borrows through interlibrary loan. Library users are informed of and must approve these charges, and must pay the cost when they pick up their materials. When patrons request this type of material, they will be asked at the time of the request if there is a maximum charge they are willing to pay and this information should be noted on the interlibrary loan request form. Patrons who request interlibrary loan materials and do not pick up the requested items will have charges added to their library account.

E. Photocopies

A photocopy machine is available for patron use. The charge is 20 cents per copy for all materials.

F. Copyright Law

Copyright is a form of intellectual property which gives the creator of an original work exclusive rights for a certain time period in relation to that work, including its publication, distribution and adaptation; after which time the work is said to enter the public domain.

A summary of the copyright law is posted near the copier and can be found online at www.copyright.gov/

In addition, library audio and DVD materials are subject to all copyright laws as stated through the United States Copyright Office.

Policy approved by Library Board of Trustees, April 14, 1994
Policy last updated/modified October 18, 2001
Policy updated/modified July 16, 2009