I. New Cardholders:

  1. Complete a registration form and provide identification.  Primary identification to be used is identification with a picture (preferably a Driver’s License) which has the individual’s current address.  If the address information on the picture ID is not current, then another form of identification must be presented which verifies the individual’s current address (i.e., a piece of mail or bill).  Individuals who do not possess a valid picture ID must present two documents that verify current address.
  2. Individuals will be able to sign out only one (1) item until the Library is presented with confirmation of current address.
  3. Children under the age of 12 must apply with a parent or guardian and that adult’s signature is required on their registration form.
  4. There will be a $1.00 charge to replace a lost or damaged library card.

    II. Overall Policy:

  1. Users must present their library card to check out materials.
  2. There is an overall limit of twenty (20) items at one time on a non-educator library card; there is a limit of five (5) DVDs at one time on a non-educator library card.
  3. There is an overall limit of forty (40) items at one time on an educator library card; there is a limit of five (5) DVDs at one time on an educator library card. 
  4. Only one (1) museum pass may be borrowed per cardholder at a time.
  5. Children under the age of 17 are required to have their parent or guardian sign a Rated R/TV-MA DVD Loan Form in order to borrow DVDs that are Rated R or TV-MA. (See attached form.)
  6. Library cards must be renewed every year.
  7. All staff and volunteers must check out all materials for themselves with their library card.
  8. No materials will be checked out or removed from the library prior to processing (adding them to the system).

    III. Loan Periods:

  1. All books not classified as “NEW” are loaned out for twenty-eight (28) days.
  2. All “NEW” books and audiobooks are loaned out for a period of 14 days.
  3. All DVDs are loaned out for one (1) week (7 days).
  4. All museum passes are loaned out for one (1) week (7 days). 

     IV. Holds:

  1. Materials, except for museum passes will be available for pickup for ten (10) days after they are processed.
  2. Holds may be placed either in person, online, or by phone
  3. There is a limit of ten (10) holds per patron (with a non-educator library card).
  4. There is a limit of twenty (20) holds per patron (with an educator library card). 
  5. The library is unable to accommodate requests to hold a museum pass for a specific date. 
  6. The Library’s museum passes are not available for interlibrary loan.
  7. Museum passes will be available for pickup for three (3) days after they are processed. These three days do not include the days when the library is closed.  In the event that a pass has not been picked up during this three-day period, the next patron on the holds list will be contacted to pick up that pass. 

     V. Renewal Policy:

  1. All items, except for museum passes may be renewed one (1) time.  
  2. Renewals are not allowed for items with holds.
  3. Renewals are not allowed for museum passes.
  4. Renewals may be done over the phone, in person or online.

    VI. Overdues and Fines:

  1. A fine of $2.00 per day will be charged for each day that a museum pass is overdue with a maximum fine of $10.00.
  2. Library users will lose borrowing privileges when fines/fees reach $5.00.  
  3. Borrowing privileges will be suspended if the user has five (5) or more overdue items, and will not be restored until such materials are either returned, paid for, or bills have been paid.
  4. Every five years, the Library Director will generate a bill summary report and at their recommendation and the Library Board’s discretion, purge lost/damaged item fees for bills three years or older.  

    VII. Lost and Damaged Materials:

  1. If an item is lost or damaged beyond repair, the borrower is required to pay the billed amount.  
  2. Until the lost or damaged item is paid for, the user may not borrow any items.

   VIII. Confidentiality:

Library records that are deemed confidential are covered by New York State Law signed on June 13, 1988 (I CPLR 4509).

These records are related to the circulation of library materials that contain names or other personally identifying details regarding the users of the public, free association, school, college and university libraries and library systems, of this state, including but not limited to records related to the circulation of library materials, computer database searches, interlibrary loan transactions, reference queries, requests, or the use of audio-visual materials, films or records.  These records shall be confidential and shall not be disclosed except that such records may be disclosed upon the request or consent of the user or pursuant to subpoena, court order or where otherwise required by statute.

The Annie Porter Ainsworth Memorial Library (APAML) adheres strictly to all sections of this Statute regarding the protection of the confidentiality of its users.

     IX. Interlibrary Loan:

The Interlibrary Loan (ILL) service supports the mission of the library by providing expanded access to library materials and information.  The purpose of ILL is to obtain materials not available in the library.  The library affirms that ILL is an adjunct to, not a substitute for, the library’s collection.  In meeting patron needs, the library will exhaust local resources first, before requesting items on interlibrary loan.  

A. Definition: 

  1. An ILL request is defined as a request for library materials made on behalf of a library patron through NCLS, DueNorth or OCLC systems. 
  2. Automated libraries must process ALL materials prior to circulation.

B. Patron Status:

  1. Patrons must have a library card in good standing to use the ILL service.   
  2.  A patron status of “Blocked” will be denied ILL service.  ILL requests will not be processed for patrons with overdue ILL materials.

C. Borrowing Rights: 

  1. Ten (10) active requests are permitted at any one time per patron with a non-educator library card.  Twenty (20) active requests are permitted at any one time per patron with an educator library card.  A request is active from the time it is initiated until the item has been returned and checked in at the lending library and the record has cleared. 
  2. Materials will be available for pickup for ten (10) days after they are processed.  If an item is not picked up then it will be sent back to the lending library. 
  3. ILL materials are checked out for twenty-eight (28) days, unless specified otherwise by the lending library.
  4. ILL materials may be renewed once if the lending library permits renewals.

D. Charges: 

  1. The library does not charge fees for the ILL service. 
  2. The library is responsible for the shipping charges incurred in the transfer of loans.
  3. The library always attempts to borrow from libraries who lend free of charge.  However, if an item is only available from a library which charges a fee for loans, the item will be requested only if the patron agrees to pay the fee. 
  4. The patron is responsible for the repair or replacement costs.  The library will make an effort to collect any such charges from the patron who received the materials.

APAML will loan materials in accordance with ALA Guidelines.

Approved and adopted by the Board of Trustees on June 5, 2014; amended July 13, 2021; January 10, 2023.