Membership, Circulation and Collection Use

Effective Date: March 28, 2022

Purpose

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

Scope

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

Underlying Principles

The Membership, 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 public library systems and with other large urban Canadian public library systems.

Policy Statement

The Library's Membership, Circulation and Collection Use Policy will:

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, or any person who lives on a First Nations reserve in Ontario, is eligible for membership 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 live, work, attend school or own property in Toronto, or does not live on a First Nations reserve in Ontario, and may access services and borrow physical materials only from the Toronto Public Library by paying a non-refundable fee. Payment of this fee entitles each member of the non-resident household to library membership. Non-resident privileges can be purchased for a three-month or 12-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 library membership, customers must present name and address identification and disclose date of birth and contact information. Certain additional information may be supplied in whole or in part and is not a requirement for registration or re-registration. Address information is not a requirement for visitor and access membership types. Information presented during the registration process is entered into the Library's customer and circulation database, and is retained subject to the purging schedule (Section 1.13 & 1.14).

1.4 Library Membership - Conditions and Use

To obtain a library membership, applicants must present acceptable identification to library staff in a branch or demonstrate their eligibility through the online registration process.

Adult and Teen customers who are eligible (Section 1.1) and who do not have a Toronto Public Library membership can register for a Digital Access Card on the Toronto Public Library's website. Digital Access Cards provide access to all of the Library's digital services, except those limited to in-branch use. Customers who have registered online can obtain access to all Library services, including the physical collection, upon presentation of acceptable identification at any branch of the Toronto Public Library.

A library membership must be renewed annually with confirmation of relevant information. All outstanding fines, fees and charges must be cleared at time of renewal. This can be done at a branch or, Adults and Teens with full-service or Digital Access Cards may use the online renewal process on the Toronto Public Library's website.

Customers age thirteen and over must sign the physical 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 membership 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 lost or damaged.

A customer must present their library card or confirm customer status to borrow materials and access some collections, services and programs of the Toronto Public Library.

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

A library membership 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 their customer record, including borrowing privileges.

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 parent/guardian.

The library card is the property of the Toronto Public Library Board.

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

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

All Library members have access to the Print and Copy Account Service and are bound by the Print and Copy Account Terms and Conditions.

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 and allowable holds that may be checked out to a customer at any one time.

1.6 Loan Period

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

An extended loan period is available on request unless there is high demand on materials or limited availability.

1.7 Renewals

Most library materials may be renewed if there are copies available to fill existing holds and if the number of renewals permitted has not been exceeded.

1.8 Holds

Most library materials may be reserved unless they are non-holdable or for reference.

A charge is imposed when a hold is filled for an Adult customer but not picked up. The following registered customers are exempt from holds not picked up charges:

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.

A charge is imposed when an interlibrary loan request is filled for an Adult customer only 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 Lost/Damaged Items

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

The Library will charge a replacement cost for material which is long overdue, and for material which is lost or damaged.

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 will be refunded upon presentation of material, within 90 days of original payment.

Toronto Public Library is not responsible for damage to any equipment, hardware or software incurred during the playback of any material, e.g. CDs, DVDs, digital content.

The parent/guardian of a child up to and including age 12 is responsible for lost or damaged charges incurred by the child.

1.12 Suspension of Borrowing Privileges

Borrowing privileges are suspended in the following cases:

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

Borrowing privileges are also suspended when a customer account is referred to a collection agency. In this situation, the stop-service provision in the circulation system will be implemented until the customer resolves their account.

Library privileges are revoked from customers who receive system-wide exclusions of six or 12 months, during that time period.

1.13 Purging of Customer Accounts

Customer accounts are purged from the database on an annual basis:

1.14 Purging of Customer Account Credits

Any existing customer account with credits will be offset against balances owing prior to purging of a customer's account. Customer account credits are purged from the database when the last use of the library membership is more than two years.

1.15 Use of a Collection Agency

A collection agency will be used to collect long overdue unpaid charges and recover materials from borrowers age 18 years and older when the amount exceeds the set limit. An additional non-refundable administrative fee will be charged to those customers whose accounts are turned over to a collection agency. The following registered customers are exempt from being turned over to a collection agency:

Schedule

1 - Memberships

1.1 Full-Service

1.2 Access

1.3 Corporate

1.4 Visitor

1.5 Temporary

1.6 Non-resident

1.7 Digital Access Card

2 - Borrowing Privileges and Restrictions

2.1 Books, Magazines, CDs, Audiobooks

2.2 All Video (VHS, and DVD and eVideo)

2.3 Talking Books

2.4 Museum and Arts Pass

2.5 Digital Equipment

2.6 Musical Instruments

2.7 Wi-Fi Hotspots

2.8 Arduinos

2.9 Playaways

3 - Limits

3.1 Maximum number of physical items checked out (including books, magazines, CDs, DVDs) at one time is 50.

3.2 Maximum number of holds on physical items at one time is 100.

3.3 Holds

Schedule of Materials Showing Whether a Hold Can Be Placed
Item Can a Hold be Placed
Arduino No
Best Bet No
Book Yes
CD Yes
CD-ROM Yes
Digital Equipment No
DVD/VHS Yes
DVD - New Release Feature Yes
eContent Varies as determined by licensing agreement
Magazine or Periodical No
Museum and Arts Pass No
Music score Yes
Musical instrument No
Picture collection No
Playaway Yes
Reference material No
Uncatalogued materials (e.g., mass market paperbacks) No
Wi-Fi Hotspots No

4 - Loan Periods

4.1 Loan Periods

Schedule of Materials and Loan Periods
Item Loan Period
Arduino 21 days
Best Bet 21 days
Book 21 days
CD 21 days
CD-ROM 21 days
Digital Equipment 2 hours
DVD - Feature 7 days
DVD - Non-Fiction & TV Series 14 days
DVD/VHS Language Learning including Literacy 21 days
Econtent Varies as determined by licensing agreement
Items provided by Home Library Service Extended loans as determined by Home Library Service
Magazine or Periodical 7 days
Museum and Arts Pass Expiry date as specified on the receipt
Music score 21 days
Musical instrument 21 days
Picture collection 21 days
Playaway 21 days
Wi-Fi Hotspots 6 months

4.2 Renewal

Schedule of Materials and Maximum Number of Renewal Loan Periods
Please note: Items with holds outstanding cannot be renewed
Item Maximum Renewal Length
Arduino None
Best Bet None
Book 3 standard loan periods
CD 3 standard loan periods
CD-ROM 3 standard loan periods
In Library Use Digital Equipment 2 hour periods, subject to demand
DVD/VHS 2 standard loan periods
DVD - New Release Feature 2 standard loan periods
Econtent Varies as determined by licensing agreement
Magazine or Periodical 2 standard loan periods
Museum and Arts Pass None
Music score 2 standard loan periods
Musical instrument 2 standard loan periods
Picture collection 3 standard loan periods
Playaway 3 standard loan periods
Wi-Fi Hotspots None

5. Collection Agency and Suspension

5.1 Use of a Collection Agency

Accounts owing $50.00 or more will be referred to a Collection Agency and will be subject to a $15.00 non-refundable administrative fee.

5.2 Suspension

When the customer:

6 - Charges

6.1 Non-Resident

$30.00 per household for three months

$120.00 per household for 12 months

6.2 Holds and Interlibrary Loans Not Picked Up

$1.00 per item not picked up charged to Adult customers only.

6.3 Lost item

It is the responsibility of the customer to ensure that materials are returned so that they will be available to others. Lost materials including digital equipment are subject to a replacement fee. Replacement price is the 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 Integrated Library System (ILS).

Note: “Reported/Claims returned” items change to “lost” status after 90 days.

Time limit to obtain a refund for an item reported lost and paid which is subsequently found and returned is capped at 90 days after original payment.

6.4 Photocopies and printing

Quick Print Photocopy/Printing Card – $1.00 (This fee and value added to a Quick Print Photocopy/Printing Card are non-refundable).
Black and White - 8.5 x 11 - $0.15
Black and White – 11 x 17 - $0.20
Colour - $0.55
Colour Glossy - 8.5 x 14 - $3.00
Colour Glossy - 11 x 17 - $4.00
3D Prints - $0.15 per 1 gram of filament used

6.5 Interlibrary Loan

Charge as applied by the lending library.

6.6 Damaged Materials/Digital Equipment

It is the responsibility of the customer to ensure that materials are returned in the condition in which they were borrowed so that they will be available to others. Damaged materials including digital equipment are subject to a replacement fee. Replacement price is the 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 Integrated Library System (ILS).

6.7 Damaged Cases (for DVDs and CDs)

$2.00

6.8 NSF cheque

$25.00

6.9 Portable Data Storage Devices

USB Drives - $12.50

6.10 Book Bags

$2.00 - $5.00, based on size and type


7 - Branch Book Sale Prices

Schedule of Branch 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/Magazine $0.50
CD $2.00
VHS $2.00
DVD $2.00
Reference/special Individually priced

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
Digital Image Size Fee Charged
New or existing digital image (any size original) $25.00

9.2 Digitization on Demand

Base Charge - Per Book Additional Charge - Per Page
$25.00 $0.15

9.3 Paper reproduction on high quality paper - delivery by mail

Schedule of Fees for Paper Reproduction by Paper Size and Minimum Fees for Mailing
Paper Size / Mailing Destination Fee Charged
8" x 10" $25.00
11"x 14" $40.00
16" x 20" $50.00
18" x 24" $60.00
24" x 36" $100.00
32" x 44" $150.00
42" x 60" $200.00
Mailing Within Canada $5.00 minimum
Mailing International $20.00 minimum

10 - Asquith Press

Setup Fee Per Book Charge Per Page Charge
$25.00 $6.00 $0.04

11 - Fabrication Studio

Item Price
Machine Embroidery Backing 8” x 8” $0.75
Machine Embroidery Backing 12” x 12” $0.75
Embroidery Thread – Per 10,000 stitches (rounded off) $2.50
Single Colour Adhesive Vinyl for Cutting 12” W $2.50 per foot
Printable Vinyl for Printing and Cutting 20” W $3.00 per foot + $0.50 per 1 ml of ink
Heat Transfer Vinyl for Printing and Cutting 20” W $7.00 per foot + $0.50 per 1 ml of ink
Lock Pin Buttons 1” $0.50

Accountability

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

Related Legislation

Related Standards, Procedures, and Guidelines

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