Circulation Policy 4-20

Purpose

The Chatham Area Public Library District (CAPLD) is a tax-supported public library.  This means that people residing within the boundaries of the Chatham Area Public Library District pay taxes to support the Library.  People who live within the boundaries pay no additional fee to be eligible to receive their library card.  

Library Cards

 

Library Card Responsibility

Library card holders apply for the right to use the services and facilities of Chatham Area Public Library and agree to abide by the rules of the Library and fees charged to their library card accounts. Cardholders understand that they are solely responsible for items checked out with their library card. Chatham Area Public Library Cards are not transferable. The Chatham Area Public Library is not responsible for damages direct, or indirect, resulting from the borrowing or use of Library materials or its equipment. 

Patrons assume full responsibility for the return, damage or fees for materials loaned under this policy. Library cards are renewed every 3 years without additional fees, provided the library card holder continues to reside within the boundaries of the Chatham Area Public Library District and is a patron in good standing. 

A child's parent/legal guardian will assume responsibility for charges incurred while the child is in their care. Legal guardians are responsible for notifying the Library when the child is no longer in their care. 

A Chatham Area Public Library card is valid when it meets the following conditions: 

a) It is registered with the card holder’s correct name and permanent address in the Library’s database; 

b) The outstanding charges against the holder do not exceed $5.00; 

c) The card has not expired; 

d) The person in possession of the card is the one to whom it was issued or, in limited circumstances, authorized to use the card. 

Renewals, Updates and Lost or Stolen Cards 

A Chatham Area Public Library card is valid for 3 years from the date of issue and may be renewed by presenting the card at the circulation desk with one current proof of identification, providing the identification carries the correct address for the patron. See also, the chart below with Categories 1 & 2, regarding identity and residency verification.

Cardholders are to promptly inform the Library of a lost card, change of address or change of personal contact information such as email and phone number.

In the event of a lost or stolen library card, the original card becomes permanently invalid, and a replacement card will be issued. The replacement fee for lost cards is $1.00. 

Library Card Application 

Residents within the Chatham Area Public Library District boundaries who are 16 years of age or older are encouraged to begin the library card application process by visiting the Library with pieces of identification from both categories as listed below. The person applying must provide the street address of their residence on the library card application; P.O. Boxes will not be accepted. If mail is received at a post office box, both the post office box address and the street address of the residence must be given. 

Persons owing fines, fees or overdue materials to this or other libraries must take care of these obligations before a Chatham Area Public Library card will be issued. 

Category 1: Verify Identification 

Category 2: Verify Residency

  1. Present government-issued photo ID

  • Must show responsible party’s name

  • May be either State or Federal

  1. Present high school issued photo ID

  • Must show responsible party’s name

  • Must be valid for the current school year

  1. Show One:

  • Current lease or mortgage statement

  • Utility bill, revolving account, or bank statement issued in the last 30 days

  • Current car registration or auto insurance

  • Official first class mail marked “Or Current Resident” are not acceptable

 
  1. Have card mailed to residence

  • Initial restrictions apply and are outlined below

 

The responsible party may choose to verify their residency by having the library card mailed to their residence. Library cards will not be mailed to a Post Office Box. 

 

At the patron’s request, library notices may be received at a PO Box but the patron’s physical address must remain on file. 

 

If at any time a library card or notice is returned to the library through the post office, the patron’s account may be blocked and the patron may be asked to provide proof of residency using one of the documents from Column 2, Option A above before the card may be used again.

Library Card Account Linking 

The Library reserves the right to link the library card accounts of parents/guardians to the accounts of their children under the age of 16. The Library reserves the right to block from use all library cards belonging to the same address in a linked group based on the delinquency of any one library card in said group. Library card privileges will be blocked for all adults in the group when the fees for the group total $25 and up.

Second-Party Authorization 

Adult cardholders ages 16 and older may designate another adult to pick up materials on hold or update contact information on their behalf. The cardholder must be physically present to make this designation. This permission information is to be recorded as a note in the cardholder’s library card account. The patron must grant permission in writing listing those individuals who are allowed to check out interlibrary loaned or reserved materials on their account. When picking up held or interlibrary loan materials, the authorized second-party should present the library card of the individual who reserved the material. The material will be checked out to this card.

 

Types of Cards

 

Resident Adult 

Use of a personal library card is limited to the patron whose name appears in the library card account. 

As a resident card holder, the borrower may physically take their library card to any public library in Illinois and ask to borrow materials.  Those materials are the responsibility of the individual who borrows them and are subject to all of the fines, rules and regulations of the lending library. Often libraries limit the borrowing privileges of reciprocal borrowers, and it is important to be aware of local rules and procedures before making selections.

 

Resident Child

A child under age 16 may be given a personal library card if the parent or legal guardian signs the card application and accepts financial responsibility for any fees or charges that the child incurs with that card.  The parent or legal guardian who can verify with approved identification that they reside at the same address is accepted as proof of residency for the child.

A child who has a library card may access all available library materials, including books, movies and other materials.

A child aged 12 through 15 may be given permission to use the Library's Internet-accessible computers by the parent or legal guardian during the card application process. This permission information is to be recorded as a note in the cardholder’s library card account.

A child has the same rights to privacy and confidentiality as any other patron.

The parent or guardian who has signed the application has the right to restrict use of the library by withdrawing the child's personal library card at any time.

Resident Family 

A Resident Family card is one account with multiple cards of the same account number issued to one adult resident and each of their dependents.

A family card is valid for 3 years from the date of issue.

A Resident Family card may be renewed by presenting the card at the circulation desk with one current proof of identification.

A child aged 12 through 15 may be given permission to use the Library's Internet-accessible computers by the parent or legal guardian during the card application process. This permission information is to be recorded as a note in the cardholder’s library card account. 

The parent or legal guardian who signs the application for a family card is the primary cardholder and is responsible for any fees or charges to the account. 

Residential Status 

Resident 

A resident is any person who resides within the boundaries of the Chatham Area Public Library District and is taxed for library service on their property tax bills.

Non-Resident

Non-residents are those living outside the boundaries of a library service area. Following Illinois State Law, these patrons must register for a non-resident library card at the participating public library located closest to the person’s principal residence and that is within the resident’s school district boundaries. 

Non-residents of the Chatham Area Public Library District are eligible to receive a Chatham Area Public Library card if they meet the above criteria. All laws that govern the Non-Resident Program will be followed. The annual non-resident fee is established by the Chatham Area Public Library Board of Trustees based on the Illinois State Library’s property tax formula.  

Property Owners Living Outside the CAPLD Boundaries

Those who live outside of the boundaries of the Chatham Area Public Library District, but who own property within the boundaries of the Chatham Area Public Library District, may have one personal library card for use by each individual whose name(s) appears on the tax bill without additional payment. A presentation of a tax bill would be used for verification. 

Reciprocal Borrower

Any person holding a valid library card from a library participating in the Illinois Reciprocal Borrowing Program may borrow library materials.   

If patron’s library is not a part of the SHARE regional automation consortium which includes the Chatham Area Public Library, an application must be completed, the patron’s home library must be contacted to verify that the patron is in good standing, and the information from the library card application must be entered into the SHARE patron database. 

Reciprocal borrowing privileges are valid until the user’s home library card expires.

All Chatham Area Public Library District policies apply to reciprocal borrowers.

The Chatham Area Public Library follows the ILLNET code which requires that a reciprocal borrower, whose home library is not a fully participating member of the SHARE automation system, place requests for items via interlibrary loan through the home library.

Use of the reciprocal card is limited to the patron whose name appears in the library card account. 

The Ball-Chatham School District is served by two libraries: Chatham Area Public Library District and Lincoln Library in Springfield.  Those living within the boundaries of the Ball-Chatham School District, but not in the Chatham Area Public Library District, must apply for a library card at the Lincoln Library in Springfield. 

Staff 

 

A Chatham Area Public Library card may be issued to library staff members who reside outside the jurisdictional boundaries of the Chatham Area Public Library District. 

 

Staff library cards are valid until the staff member leaves the Library’s employment.

 

Borrowing Library Materials 

 

To borrow materials from the Chatham Area Public Library, a patron must have a valid Chatham Area Public Library Card or present a valid library card from another Illinois public library. A Chatham Area Library District resident who has a valid card may present a photo ID with name and address on the ID, such as a State of Illinois driver’s license or ID, in lieu of the library card to checkout materials. 

Children are not limited to materials in the juvenile collections.  Parents must supervise their own child’s selection of library materials.

Cardholders from SHARE consortium libraries may check out items at the Chatham Area Public Library by presenting the card issued by their home library. 

Cardholders from non-SHARE consortium libraries in the state of Illinois may be registered as reciprocal borrowers at Chatham Area Public Library by presenting their library card issued by their home library, filling out an application and presenting proof of address. The Chatham Area Public Library staff will contact the patron’s home library to ensure that the card presented is in good standing and clear of any outstanding fines, overdue materials, and blocks. Once registered, reciprocal borrowers may check out Chatham Area Public Library materials by presenting their library card or a valid photo ID. 

Requests

Chatham Area Public Library resident and family cardholders may place a request for any circulating item that is available in the SHARE database either directly through their online account in the public access catalog on the Library’s website or with the assistance of the Library Staff.

The Library Staff will attempt to notify the patron when the requested item becomes available. The information is also available through a patron’s online account. The requested item will be held for seven days for the patron. After that time, the item is made available for circulation or returned to the lending library.

Loan Periods and Renewals 

Loan periods and limits on quantities of specific types of materials that may be checked out are listed in the Loan Chart in Appendix A. Library staff may set other quantity limits when needed. Temporary restrictions may be necessary if there is a shortage of materials in certain areas or in order to ensure that an entire collection is not checked out at one time.

All circulating items owned by the Chatham Area Public Library may be renewed in person, by telephone, or by online catalog for an additional two-week period unless there are requests on the title or the material type does not allow renewals (see Loan Chart in Appendix A).

Items owned by other libraries within the SHARE automated catalog database may be renewed if there are no outstanding requests for them and renewals are still available on the item. The length of the loan period and renewal amount are set by the owning library

Lending policies may be waived for an individual in special circumstances with the specific permission of the Library Director or designated staff.  Vacation checkouts for extended periods of time are available only on Chatham Area Public Library materials at the discretion of the Library staff.

Overdues and Notices 

 

Materials held by a cardholder beyond the due date will be considered overdue. 

The Library does not charge overdue fines. 

 

The Chatham Area Public Library will make a good faith effort to notify cardholders when their items become overdue according to their communication preferences and contact information set up at the time of library card registration. Overdue notification is a courtesy. The Library is not responsible if the notification is not received by the cardholder. 

Patrons will be notified when their materials are due with the schedule found in Appendix B.

 

Interlibrary Loans

When resident patrons would like materials that are not available within the SHARE consortium of Libraries, Chatham Area Public Library Staff may request those materials outside of the SHARE consortium.  This process is called interlibrary loan, or ILL.  The Library makes every effort to borrow items at no or nominal cost. If a lending library charges a fee, the requesting patron will be notified of the cost before the item is formally requested and given the opportunity to withdraw the request.

Patrons borrowing through interlibrary loan must respect the due dates established by the lending library so that the Chatham Area Public Library will not lose the privilege of borrowing materials for any of its patrons. It is crucial, therefore, that materials borrowed through interlibrary loan be returned in a timely manner. Habitual failure to do so will result in individual loss of the privilege in order to preserve the privilege for other library patrons.

 

Lost and Damaged Materials

If an item is lost, the borrower is liable for the replacement cost of the item.  

If an item is damaged, a charge will be assessed based on the cost of repair.  If the item is damaged beyond reasonable repair, full replacement price will be charged. The fees will remain on the account until they are paid. It is the discretion of the Circulation Supervisor or their designee to determine  if an identical replacement of the item is acceptable in lieu of payment. 

 

Borrowers who pay for a damaged item within 30 days may have that item. After 30 days, the damaged item charges will remain, but the item will be discarded.

The Library Director or their designee may place borrowing restrictions on a patron who habitually damages materials.

A full refund will be made if the materials owned by the Chatham Area Public Library are returned in good condition with the original receipt within ninety (90) days of the date of payment for the loss.

Items borrowed from another library will be subject to the charges and fees set by that library for lost or damaged items.

A patron may claim an item was either never checked out or was returned. A maximum of five claims per life of a patron’s card is allowed.

 

Theft or Deliberate Damage of Library Materials 

The Chatham Area Public Library District Board of Library Trustees will enforce rules and regulations pertaining to the removal or retention of library materials from the Library or to the mutilation of same. The definition of “library material” as stated in Illinois Criminal Code of 1961 shall apply.

Any person attempting to remove books or other materials from the Library without checking them out will be charged up to the replacement cost of each item stolen or damaged, may have suspended library privileges according to established procedures, and/or may be prosecuted by the Sangamon County State’s Attorney’s Office.

 

CONFIDENTIALITY

The Chatham Area Public Library District, in accordance with the Illinois Public Library District Act, will keep all records about patron transactions and the identity of registered Library patrons confidential. No such records or identities will be disclosed except as provided by law, and the Library District legal counsel has been consulted. 

In accordance with the Library Records Confidentiality Act, a library patron’s registration and circulation records information may not be disclosed to anyone other than the patron regardless of age or relationship except as provided by law.






















 

APPENDIX A

Materials

Loan Period

Limit

Renewals?

 

Adult Books, audiobooks, DVDs and CDs

2 weeks

100

yes; 3 renewals

Child and YA Books, audiobooks, DVDs and CDs

2 weeks

100

yes; 3 renewals

Kits and Library of Things

2-6 weeks

1

perhaps; 0-3 renewals

Puzzles

2 months

100

yes; 3 renewals

Magazines, excluding the newest issue

2 weeks

100

yes; 3 renewals

Magazines, newest issue

No loans, unless for special circumstances 

Reference, Local History & Genealogy Collections

No loans, unless for special circumstances 

 

Mobile Hotspot                   2 weeks                                      1   no renewals

 

Fees for a lost or damaged item will not exceed the cost of the item

Specific details about loan periods and renewals are listed in the catalog

 

APPENDIX B

Timeline for Overdue Notices 

3 days before the due date: Courtesy notice will be sent via email or text message.

7 days overdue: Notice will be sent. 

14 days overdue: Notice will be sent the card is blocked. Until items are returned or renewed, patrons will be unable to place holds or check out any materials.  

21 days overdue: Notice that explains that a billing notice will be sent in 7 days 

28 days overdue: Billing Notice will be sent for the full replacement cost of the item(s). 

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