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Circulation and Collection Use

Effective Date: July 1, 2013

Policy Objective

The purpose of the Toronto Public Library (the Library) Circulation and Collection Use Policy is to:

Underlying Principles

The Circulation and Collection Use Policy reflects the Library's mission and values. The Public Libraries Act (R.S.O. 1990, c. P.44, section 23) permits the Library to impose fees and make rules.

Fines, fees, loan periods and borrowing limits are all reviewed on a regular basis to ensure that they are reasonable, effective and in line with nearby libraries and with other large urban Canadian public libraries.

Policy Statement

The Library's Circulation and Collection Use Policy will:

Scope

The policy applies to all users of all Toronto Public Libraries. It covers activities relating to the registration of Library users and the borrowing and use of Library collections and services. It sets:

Specific Directives

1.1 Eligibility

Any person who lives, works, attends school or owns property in the City of Toronto or who has an immediate family member living at the same address, who owns property in the City of Toronto, is eligible to receive a library card with borrowing privileges without charge, upon presentation of acceptable identification and is entitled to use the Library's services.

A Non-Resident is an individual who does not work, live, own property or attend school in Toronto and may borrow materials from the Toronto Public Library by paying a non-refundable fee. Payment of a household fee entitles each member of the non-resident household to a library card. Non-resident privileges can be purchased for a 3 month period at a time.

1.2 Customer Age Categories

A Child is an individual from birth up to and including age twelve (12).

A Teen is an individual from thirteen (13) years up to and including age seventeen (17).

An Adult is an individual who is eighteen (18) years old and older.

1.3 Freedom of Information and Protection of Privacy

To obtain a library card, customers must disclose name and address information to staff. Customers age seventeen and under must disclose date of birth. Certain additional personal information may be supplied in whole or in part and is not a requirement for registration or re-registration.

1.4 Library Card - Conditions and Use

To obtain a library card, applicants must present acceptable identification to library staff.

A customer must present his/her library card or confirm customer status to borrow materials and access some collections and services of the Toronto Public Library.

The library card is not transferable (i.e. Library privileges apply to individuals only and may not be transferred from one individual to another).

Upon signing a consent form, a customer may authorize one other customer to access his or her customer record including borrowing privileges.

Customers who do not have a Toronto Public Library card can apply for a temporary online account using the Toronto Public Library's website. Online accounts are temporary and expire after 30 days. Online Library Card Registration accounts have temporary access to many of the library's web and interactive services for 30 days. Customers who have registered online can obtain a library card with borrowing privileges in accordance with the eligibility statements listed in section 1.1 above, upon presentation of acceptable identification at any branch of the Toronto Public Library.

Customers are entitled to one library card only. A second library card may be issued for children of divorced/separated parents, a separate card for use with each caregiver.

The library card is the property of the Toronto Public Library Board, and must be returned on request.

Loss or theft of a library card must be reported immediately. Card holders are responsible for any materials borrowed on their cards until loss or theft is reported.

Change of address, name or phone number must be reported immediately.

The library card must be renewed annually, with confirmation of relevant information. All outstanding fines and fees must be cleared at time of renewal.

Customers, thirteen and over, must sign the card upon registration unless unable to do so due to a disability.

The parent/guardian of a child (from birth up to and including age 12) must present identification to register the child for a library card and sign the child's card. If the parent/guardian is not present, the child will be given a registration form for the parent/guardian to complete and authorize.

In signing the card, or, in the case of children, the registration form, the signer accepts responsibility for the choice, use and return of all materials borrowed and for charges on items that are overdue, lost or damaged

Applicants whose identification does not satisfy requirements will be limited to borrowing one item on the initial visit. This includes applicants who provide name only identification as well as non-residents who must submit proof of eligibility (see 1.1 Eligibility). Full borrowing privileges will be granted upon presentation of full identification requirements.

Customers in temporary housing (e.g., shelters or hostels) who are unable to provide a permanent address may borrow 5 items at a time and must renew their card every three months.

A charge is levied for the replacement of a lost or stolen card. (Schedule 5.2)

Inactive customer records are purged on a regular basis provided there are no outstanding fines, fees or items.

1.5 Limits

The number of items which a customer may borrow may be limited on the basis of local demand and material supply.

Remote access to electronic products may be restricted based on licensing agreements.

Toronto Public Library establishes and reviews annually, the maximum number of items which may be checked out on a customer's card at any one time. (Schedule 2.1)

An extended loan period may be granted. Restrictions may be imposed on the number and type of material available for extended loan.

1.6 Loan Period

A customer must check material out properly, treat it with care, and bring it back on time so that material will be available to other customers.

A standard loan period of three weeks exists for materials borrowed except for those materials for which special loan periods have been established. (Schedule 3.1)

1.7 Renewals

Most library materials may be renewed if there are copies available to fill existing holds. (Schedule 3.2)

Renewals may be requested in person, by telephone, by automated telephone renewal service or through the website in branch or remotely. (Schedule 3.2)

1.8 Holds

Most library materials may be reserved in person or by telephone, or through the website in branch or remotely. (Schedule 2.3)

A charge is imposed when a hold is filled for a customer but not picked up. (Schedule 4.5)

1.9 Interlibrary Loan

Interlibrary loan is made available to registered customers of the Toronto Public Library and to external libraries upon request.

The Toronto Public Library does not charge customers for interlibrary loan services unless charged by the lending institution, in which case the charge will be passed on to the customer. (Schedule 5.6)

A charge is imposed when an interlibrary loan request is filled for a customer but not picked up.

Materials from other library systems are subject to loan conditions specified by the lending library.

1.10 Returns

Materials borrowed from the Toronto Public Library may be returned to any branch of the library system.

Exceptions may exist for some unique collections.

1.11 Damaged/Lost Items

All customers are responsible for library materials borrowed from the Toronto Public Library.

The Library will charge a replacement cost for material which is long overdue, and for material which is damaged or lost. (Schedule 5.3 and 5.7)

The replacement cost will be the invoiced price or the order price, whichever is greater, or default cost.

Replacement in kind - or substitution - for lost or damaged materials is not accepted.

In the event that items are damaged, the Toronto Public Library reserves the right to determine the amount of repair or replacement charges.

The Toronto Public Library reserves the right to retain library materials even in cases where full replacement cost has been paid. If an item that was reported lost and paid for is subsequently found, the replacement cost, less any overdue fines accumulated to the date the item is returned, will be refunded upon presentation of material, within six months of original payment. The maximum fine deducted shall not exceed the original payment.

Damaged/lost items outstanding are purged from the database on a regular basis:

Toronto Public Library is not responsible for damage to any equipment or software incurred during the playback of any material, e.g., videos, cassettes, compact discs, CD-ROMS, DVDs .

1.12 Overdue Fines

It is the responsibility of the customer to ensure that materials are returned on time so that they will be available to others. To encourage prompt return, the Board has established fines as a deterrent to late return of materials. Customers will be notified of materials that are overdue.

Fines are charged to all registered borrowers for the late return of library materials. No fines are charged for days when the library is closed. Fines will not be applied to the following library customers:

Fines are calculated according to the age category of the materials borrowed. Adult fine rates apply to adult materials, and child and teen rates apply to children's and teen's materials, respectively. (Schedule 4.1). Separate fine rates may apply to materials as specified. (Schedule 4.2).

The parent/guardian of a child up to and including age 12, is responsible for fines and charges for late, lost, or damaged material borrowed by the child.

Fines outstanding are purged from the database on a regular basis:


1.13 Suspension of Borrowing Privileges

Borrowing privileges are suspended in the following cases: (Schedule 1.5)

If these limits are exceeded by a Library customer, the stop service provision in the circulation system will be implemented until the borrower restores his/her circulation record to within the acceptable range.

1.14 Use of a Collection Agency

A collection agency will be used to collect unpaid fines and recover materials from adult borrowers when the amount owing is $40.00 or more. An additional fine will be charged to those customers whose accounts are turned over to a collection agency. The library also makes use of the Collection Agency's "Small Balance Program". This is done twice a year for long overdue amounts between $10.00 and $39.99. An additional fine will be charged to those customers whose accounts are turned over to a collection agency.

1.15 Laptop Lending

Laptops may be borrowed by adult and teen customers for in-branch use where the service is available. Customers must sign a Laptop Use Agreement to use this service. In the case of Teen customers a parent or legal guardian must accept responsibility for the equipment.

1.16 Museum and Arts Pass

Museum and Arts Passes may be borrowed by adult customers. A customer may borrow one Pass per week.

Schedule

1 - Borrowing Privileges and Restrictions

1.1 Video and DVD

1.2 Talking Books

1.3 Museum and Arts Pass

1.4 Laptops

1.5 Suspension

When the customer has:

2 - Limits

2.1 Maximum number of items checked out (including books, CDs, books on tape, videos, DVDs, CD-ROMs) at one time

50

2.2 Maximum number of holds at one time

60

2.3 Holds

Schedule of Materials Showing Whether a Hold Can Be Placed
Item Can a Hold Can be Placed
Book Yes
Best Bet No
Video Yes
DVD Yes
New release Feature DVD No
CD Yes
Periodical or magazine No
CD-ROM Yes
eContent Varies as determined by licensing agreement
Music score Yes
Picture collection No
Laptops No
Museum and Arts Pass No
Pedometer No
Reference material No
Uncatalogued materials (e.g., mass market paperbacks) No

3 - Loan Periods

3.1 Loan Periods

Schedule of Materials and Loan Periods
Item Loan Period
Book 21 days
Best Bet 21 days
Video (except language learning video) 7 days
DVD (except language learning DVD) 7 days
Language learning video or DVD (including literacy) 21 days
CD 21 days
Periodical or magazine 7 days
CD-ROM 21 days
eContent Varies as determined by licensing agreement
Music score 21 days
Picture collection 21 days
Items provided by Home Library Service Extended loans as determined by City-wide Services
Laptop 2 hours
Museum & Arts Pass Expiry date as specified on the Pass
Pedometer 21 days

Most materials can be returned to any Toronto Public Library branch. Some items must be returned to the branch from which you borrowed them:

3.2 Renewal

Schedule of Materials and Maximum Number of Renewal Loan Periods
Please note: Items with holds outstanding cannot be renewed
Item Maximum Renewal Length
Book 2 standard loan periods
Best Bet 2 standard loan periods
Video 2 standard loan periods
DVD 2 standard loan periods
Language learning video or DVD 2 standard loan periods (including literacy)
New release Feature DVD None
CD 2 standard loan periods
Periodical or magazine 2 standard loan periods
CD-ROM 2 standard loan periods
eContent Varies as determined by licensing agreement
Music score 2 standard loan periods
Picture collection 2 standard loan period
Laptop 2 hour periods, subject to demand
Pedometer 2 standard loan periods

4 - Fines

4.1 General (for all items except Materials as Specified and Laptops)

Schedule Showing Fines Per Day and Maximum Fines for Each Category for the Material
Material Category Fine Amount Per Day Per Item Maximum Per Item for Each Loan Period*
Adult materials (including Best Bets) $0.40 $16.00
Teen materials $0.20 $8.00
Children's materials $0.20 $8.00
*Note that each renewal is considered another borrowing period.

DVDs

Material Fine Amount Per Day Per Item Maximum Fine Per Item
Adult DVDs $1.00 $20.00
Teen DVDs $0.50 $8.00
Childrens DVDs $0.50 $8.00

4.3 Laptop Fine

$2.00 per hour

4.4 Use of a Collection Agency

$15.00 for accounts owing $40.00 or more

$5.00 for accounts owing less than $40.00

4.5 Holds and Interloans not Picked Up

$1.00 per item not picked up

5 - Charges

5.1 Non-Resident

$30.00 per household for 3 months

5.2 Replacement card

Schedule Showing Charge for Replacement Card for Each Age Category
Age Category Charge
Adult $2.00
Teen $1.50
Child $1.00

5.3 Lost item

Invoiced price or order price, whichever is greater, or default price. When that information is not available, the default price to be based on the previous year's average retail price taken from the Acquisition system. (Note: "Reported/Claims returned" items change to "lost" status after 90 days).

5.4 Lost Laptop

$500.00 Charges are assessed 24 hours after the laptop was due to be returned.

5.5 Photocopies and printing

Black and White - $0.15
Colour - $0.55

5.6 Interloan

Charge as applied by the lending library.

5.7 Damaged Materials

Invoiced price or order price, whichever is greater. When that information is not available, the default price to be based on the previous year's average retail price taken from the Acquisitions system.

5.8 Refund

Limit of 6 months. Full refund of invoiced price but not fines. The maximum fine deducted shall not exceed the price paid.

5.9 Cases (for Video, DVD, CD, plastic pouches)

$2.00

5.10 NSF cheque

$25.00

5.11 Portable Data Storage Devices

USB Drives - $10.00

5.12 Online payment service charge

$.50


6 - Surplus Book Sale Prices

Schedule of Surplus Book Sale Prices
Item Price
Adult hardcover $2.00
Children's hardcover $2.00
Mass market paperback $1.00
Trade or catalogued paperback $2.00
Periodical or magazine $0.50
CD $2.00
Video cassette $2.00
DVD $2.00
Reference/special Individually priced

7 - Replacement Prices

Invoiced price or order price, whichever is greater. When that information is not available, the default price to be based on the previous year's average retail price taken from the Acquisitions system.

8 - IntelliSearch

Schedule of Fees for Research Services Using IntelliSearch
Type of Service Fee Charged
Research Service $100.00/hr; $25.00 minimum charge plus applicable Access copyright license fees and/or actual database supplier charges
Rush Service $25.00 to be added to Research Service fee.
Fax Service $7.00 flat fee (5-25 pages)
$15.00 flat fee (over 25 pages)

9 - Collection Reproduction

9.1. Digital reproduction - delivery by electronic means

Schedule of Fees for Digital Reproduction by Size of Original
Digital Image Size Fee Charged
Existing digital image (any size original) $25.00
New digital image - from original - any size up to, but not including, 11"x17" $25.00
New digital image from 11"x17" to 40"x60" $50.00
Set up fee for oversize (one fee per order) $50.00

9.2 Paper reproduction on high quality paper � delivery by mail

Schedule of Fees for Paper Reproduction by Paper Size and Minimum Fees for Mailing
Products and Services Fees
8" x 10" $25.00
11"x 14" $40.00
16" x 20" $50.00
Mailing Within Canada $3.50 minimum
Mailing International $5.00 minimum

9.3 Digital Design Studio

Schedule of Fees for Using the Digital Design Studio
Products And Services Fees
Self Service
Hourly Rate $10.00
Deposit $20.00
Print Products
8.5x11 Colour Glossy $2.00
11x17 Colour Glossy $3.00

10 - Licensing

Schedule of Image Licensing Fees for Non-Profit or For-Profit Use
End Use Licensing Fee
Not for profit fund-raising $150.00
Commercial Sales $1,000.00

Accountability

  1. The City Librarian and the Directors are responsible for ensuring the Policy is implemented and enforced.
  2. The Circulation Policy Committee is responsible for recommending policy changes.

Appendices

Appendix 1: References

Appendix 2: Definitions

Appendix 1: References

Appendix 2: Definitions

Customer and Circulation Databases
Electronic files containing personal information and borrowing records.
Customer Database Identification Number
Unique number automatically assigned by the automated system to each customer record.
Home Library Service
The Home Library Service is provided for people who who are homebound for at least 3 consecutive months due to age, illness, injury, or disability.
Hostel Customer
A Hostel customer is an individual who does not have a permanent address and includes customers who are homeless, living temporarily in a group home or shelter or hostel in Toronto.
Inactive Customer Record
A customer record that has expired and has not been used for one year.
Interlibrary Loan
A service that allows the borrowing and lending of materials between library institutions.
Museum and Arts Pass
A pass which provides free access for 2 adults and 2 or more children to one of a group of participating arts and cultural venues.
Remote Access
Online access to Toronto Public Library from locations outside of the library.
Special Needs Customers
Persons with disabilities who may apply to have fine exempt status if they are unable to return materials within a set period of time because of a disability.
Talking Book Customers
Customers certified by a recognized authority as having a perceptual disability, resulting from visual, physical or comprehension impairment, that prevents them from reading works in their original format.