Circulation Policy

Application: Patrons

Policy:

 Registration
  1. All borrowers must be registered and must have a valid system patron card to borrow library materials.
  2. Identification is required. A driver’s license or student ID is preferred; however, any other official ID or recent non-personal piece of mail may be acceptable if approved by the library staff.
  3. Patrons under 14 years of age must have a parent or guardian give their consent before a new card can be issued.  By signing the application form, the parent /guardian agrees to assume financial responsibility for all materials charged to the minor’s card.
  4. Persons living temporarily in Cape Vincent will be asked to provide their permanent residence address as well as their seasonal residence.
  5. Materials cannot be checked out until a library card is issued.
  6. All library cards expire after one (1) year. In order to renew a library card, patrons must produce identification and must clear all outstanding fines and bills.
Lost or Forgotten Cards
  1. If a patron loses his/her library card, he/she should notify the library as soon as possible and request a replacement. First replacement card is free.  Any subsequent cards will cost $1 each.
  2. All patrons, adult and juvenile, are expected to bring their library cards with them if they intend to check out items. An individual who repeatedly ignores this expectation may be denied the privilege of checking out materials until they present their card at the library.
Loan Periods
  1. All materials circulate for 28 days with two renewals, excluding DVDs, audio books, and new books which have a two-week loan period.
  2. Generally, reference books do not circulate. Upon request, some reference materials may be checked out overnight.
  3. Interlibrary loans are due on the date indicated by the lending library.
  4. Books may be renewed in person, by phone, or by computer a maximum of two times if there is not a waiting list for the title.
  5. The Library Director may establish the loan period for special collections, materials that are temporarily in great demand, such as for student projects, or materials added to the   collection that are in a new format.
  6. Newly registered users will be allowed to check out three (3) items at the time their card is issued.  Thereafter each user /family will be allowed to check out a maximum of ten (10) items.
  7. During an emergency closure due to a declared emergency, pandemic, or quarantine, patrons can take out ten (10) items.  Upon return of those ten (10) items which will be placed in quarantine, patrons will be allowed to take out an additional ten (10 items.
Holds
  1. A maximum of ten (10) holds per person.
  2. Holds may be placed by patrons either in person, by phone, or online.
  3. Patrons will be notified by telephone or email when the materials are available.
  4. Holds will be held at the main desk for a period of one week after the patron has been notified.  After that time, the hold will be removed. 
  5. There is no charge to the patron for placing a reserve or for interlibrary loan services.
  6. During a declared emergency, pandemic, or quarantine, a maximum of 30 holds per person.   
Fines and Charges
  1. Materials which are returned after their due date will be assessed an overdue fine at the rate of ten cents per item per day.  Only those days that the library is open to the public will be used in the computation of the fine.
    1. A maximum fine of $3 per item will be charged on children’s materials and a maximum fine of $5 will be charged on young adult and adult materials.
    1. Persons with accrued fines of more than $5 or more than five overdue items will not be allowed to check out additional materials until overdues are returned and their fine is paid. 
    1. Library materials that are more than three (3) months overdue, it will be assumed that the patron has lost said items and a charge will be assessed for the replacement of those items. 
Replacement Costs
  1. Replacement costs for lost or damaged materials will be assessed using the average cost of a similar type of material.
Lost or Damaged Materials
  1.  If materials are damaged so as to be judged by the library as being unsuitable for the collection, the patron must pay the replacement cost.  A notice of these charges will be sent to the borrower; a sample of the notice follows:

Dear____________________________

At the time a library patron borrows materials from the public library collection, the patron assumes the responsibility for the care and timely return of the materials. Recently, materials checked out on your library card were returned to the library damaged beyond the point of being usable in the library’s collection. The titles and costs of these materials are listed below:

__________________________________                            $____________

Your assistance in clearing this matter promptly will be appreciated and will be necessary in order to retain your borrowing privileges.

Thank you in advance for your prompt response to this matter.

                        Sincerely, Library Director

Confidentiality
  1. 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 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.  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 Cape Vincent Community Library adheres strictly to all sections of this Statute regarding the protection of the confidentiality of its users.
Responsibility: Library staff will oversee and enforce all circulation policies.
Revised and Adopted: October 27, 2009.
Revised:  October 10, 2013
Revised:  April 3, 2014
Revised: July 18, 2019
Revised:  June 18, 2020