Circulation Policy

The Hubbard Memorial Library (the library) is a member of the C/W MARS, a Massachusetts chartered cooperative public library system serving the 150 libraries of Central and Western Massachusetts. THE LIBRARY applies the same privileges, responsibilities, and fees to all C/W MARS cardholders, no matter which C/W MARS library originally issued their library card.

THE LIBRARY maintains a Circulation Policy and applicable procedures to ensure that all patrons are provided with consistent and equitable services from Library staff members and that every patron has clear expectations of their rights as an C/W MARS cardholder.

Registration

  • Applicants for library cards must supply photo identification and proof of current address [see identification appendix], and sign their library card.
  • Cardholders are responsible for the safekeeping and use of their card, including all items and fines charged to their account, unless the card has been reported lost or stolen. Lost cards should be reported to THE LIBRARY immediately to avoid unnecessary charges, and may be replaced for a fee. Lost cards may be marked inactive until replaced. [See Fee Schedule Appendix]
  • THE LIBRARY will not provide, verbally or in writing, a patron’s library card number in lieu of replacing a lost card. Cards damaged by regular wear and tear will be replaced by THE LIBRARY at no cost to the patron.
  • Cardholders are only allowed one C/W MARS card in their name. Upon application for a library card, THE LIBRARY will verify that the applicant does not already have a card within the C/W MARS system. If THE LIBRARY finds that an applicant has a preexisting C/W MARS account, the applicant must update the information on the account, take care of any outstanding fines, and pay the replacement fee before a new card will be issued.
  • THE LIBRARY reserves the right to withdraw borrowing privileges from any patron providing THE LIBRARY with false registration information.

 

Youth Registration

  • A parent or guardian may obtain a library card for their juvenile aged 0-13 by providing a valid form of identification and proof of current address [See Identification Appendix] and signing the registration form. Upon signing, the parent/guardian assumes responsibility for all materials and any fines incurred through the use of the child’s card.
  • Youths ages 14-17 unaccompanied by a parent/guardian may obtain a library card by presenting appropriate identification.
  • The library director and senior circulation staff retain the right to modify the registration process for youths in situations where the above policy does not apply.

 

Agency Registration

  • Agencies can register for a library card at the circulation desk at the discretion of senior circulation staff. New agencies must provide the library with a list, typed on agency letterhead, of up to three employees authorized to use the card. The employee present when registering is designated the lead user for the agency’s card. It is the responsibility of the lead user to notify the library of changes to the account, including the list of authorized employees. Authorized employees must present photo ID or the library card when checking out materials.

 

Borrowing Privileges & Responsibilities

  • Any cardholder, regardless of age, may borrow any circulating item in the library’s collection.
  • reference materials, and local history materials do not circulate unless the material type is microfilm. Microfilm can circulate by completing a Special Loan Agreement.
  • Patrons are required to present their C/W MARS library card when borrowing materials. If a patron does not have their card present, a one-tine exception will be made when ID is presented. Receipts are automatically printed with due dated for their checked out items. Patrons may request that no receipt be generated. Item due dates are also available via the patron’s online C/W MARS account or by calling the library.
  • Borrowing privileges may be limited or rescinded if the cardholder has overdue items, unpaid fines or fees, or has violated the library’s rules of conduct.
  • Loan periods and number of renewals are determined by the library director or senior circulation staff according to demand for the material, appropriateness of use, and value of the material. [See Loan Periods Appendix]

 

Returning Items

  • Unless noted, all items owned by a C/W MARS library may be returned to the library.
  • Items owned by a library outside of C/W MARS that were not obtained through interlibrary loan should not be returned to the library. Patrons that return out-of-system items to THE LIBRARY may be subject to the costs the owning library undertakes to retrieve the items.
  • THE LIBRARY maintains an outdoor book drop for our patrons’ convenience. Items returned via the book drop when the library is closed will be backdated to the previous day THE LIBRARY was open. Returns made while the library is open are treated as being returned during that day. The book drop is not checked on Sundays or on holidays.

 

Renewals

Eligible items are automatically renewed one time on the due date. An email notification will be sent on the due date alerting you that a renewal has taken place for your items. Loans can be manually renewed ahead of the due date. Renewals are granted for the length of the item’s loan period based on the calendar date on which the item is renewed [See Loan Period Appendix]. Patrons are prohibited from returning an item and then immediately checking it out again, but may request to have their loan period extended for special circumstances at the discretion of library staff.

 

Overdue Notices / Bills

All C/W MARS libraries are required to provide patrons with one formal e-mail indicating that they have not returned an item. Item(s) that are not returned after one month will be billed the replacement cost of the item along with any associated overdue fines. Patron accounts that have billed items will be automatically blocked and patrons with fines exceeding $9.99 will be blocked.

 

Holds

Patrons of THE LIBRARY have access to the collections of the other 150 libraries in the C/W MARS system. Patrons may request in person, by telephone, or online, that materials from other C/W MARS libraries be delivered to their library of choice. Patrons must have their library card or photo ID if placing the hold in person, or their card number and password (PIN) if placing the hold online. If placing the hold by telephone, patrons must provide their card number or their name and one piece of identifying information that matches their account; if the patron does not have the card number available they must provide their name and one additional identifier matching the information on their account (i.e. address, phone number, email, date of birth). Items will be held for no more than one week after the patron has been notified of the availability of the item.

 

Interlibrary Loan

Any registered cardholder in good standing may request an inter-library loan (ILL) for materials not available in the C/W MARS catalog. Patrons placing out of state ILL requests may be responsible for postage costs.

 

Patron Accounts

Library Card Expiration and Account Updating

So that THE LIBRARY can maintain accurate contact information of our patrons, C/W MARS library cards are set to expire two years from the date of initial registration or the date of a card renewal. To renew the card in person, a patron must present their library card; to renew over the phone, a patron must present their library card number. If the patron does not have the card number available they must provide their name and one additional identifier matching the information on their account (i.e. address, phone number, email, date of birth). Patrons who are missing their library cards must replace their card before the card can be renewed. Library staff may extend the expiration date of a library card for no more than one day without renewing it. When renewing a library card, a patron will be asked to provide their current address, phone number, and email address. If the information provided differs from what is currently in the account, the patron’s electronic record will be updated. Patrons shall notify the library of a change in address, phone or email. Patrons who have legally changed their names must notify the library and provide proof of name change (updated photo ID, legal papers, marriage certificate, etc.).

 

Online Account

All C/W MARS system cardholders have access to an online account. To sign in, users must have their library card number or username, and password. Patrons can use their account to view checkouts and holds, renew items, change their e-mail address, and password.

 

Resetting Password

A PIN is needed to access the C/W MARS online account as well as the C/W MARS digital collection. Patrons with an email address on file may reset the PIN themselves through the online account login page. Patrons may reset their PINs via the phone by providing their library card number, or their name with one additional identifier matching the information on their account (i.e. address, phone number, email, date of birth).

 

Confidentiality of Loans

The library complies with Massachusetts State law regarding the confidentiality of patron records. The law states: “Records related to the circulation of library materials which contain names or other personally identifying details... shall be confidential and shall not be disclosed except that such records may be disclosed to the extent necessary for the proper operation of such library and shall be disclosed upon request or consent of the user or pursuant to subpoena, court order or where otherwise required by statute.” Access to borrower information is restricted to authorized staff and the borrower with appropriate identification. Under no circumstances will a library staff member discuss a borrower’s record of loans, holds, or renewals with anyone other than the borrower or with other library staff members to the extent necessary for efficient and effective service to the public.

 

Patron Account Retention

In accordance with the library Records and Retention Policy, C/W MARS library cards are expunged from the system after a period of four years from the current expiration date of the card unless the account has existing fines, checkouts, or holds.

If an account has not been renewed after four years then patrons with: fines, checkouts, or holds will be retained.

Accounts that have been expired for over four years which do not have: fines, checkouts, or holds will be expunged completely from our system.

 

Fines

The current rates for fines and other charges are determined by THE LIBRARY Director and Hubbard Memorial Library Board of Trustees. They are listed on the fee schedule [see Fee Schedule Appendix]. In the case of loss or damage to THE LIBRARY materials, the cardholder will be charged the original price of the item. Children and seniors (60+) qualify for fine free status. Current staff members are eligible for Fine Free Patron status. This status applies to overdue fines only; it does not apply to charges for lost or damaged materials and may be revoked at the discretion of THE LIBRARY Director if it is abused. Cardholders reserve the right to receive a copy of a receipt for all payments or reductions in fines, excluding voided fines. Cardholders are responsible for requesting a copy of a receipt at the time of the transaction. Payments received for lost items or damaged materials are transferred to the owning library. all other fee or fine payments made at the library are retained by the library.

 

Contesting Fines

Patrons wishing to contest fines on their library accounts must do so in person at the library. Ultimate discretion for the voiding of fines falls to the library director or senior circulation staff. Fines for damaged or lost items owned by another library must be contested at the owning library. The library can provide patrons with the name and contact information of the owning library for an item.

 

Replacement Copies

Patrons who lose or damage library items may pay a replacement fee, or purchase a new copy of the exact same item at the discretion of the director or senior circulation staff. Replacement items must be brand new with the exact item and international standard number as the item that was lost. Patrons who lose or damage items originally owned by a C/W MARS library besides the library must contact the owning Library to discuss replacement or payment.

 

Claimed Returns

In such instances where a cardholder notices an item still on their record that they believe was returned, they should contact a library staff member. Two library staff members will look for the item on our shelves or at another member library. If the item is located, all fines on the patron’s record associated with that particular item and loan period will be voided. If the item is not located within the library system, discretion for whether the fine should be voided or upheld falls in the hands of the owning library. In the case that the library owns the item, discretion falls to the library director or senior circulation staff member.

 

Refunds

The library issues a refund for lost or damaged items by request when a receipt is presented within 30 days that have been paid for by patrons. Once damaged items are paid for, these items are considered the property of the patron. 

 

Approved by the Library Board of Trustees: 2/21

 

Appendices

Identification Appendix

You must have one photo ID with one proof of residency to register for a card.

Valid Forms of ID

Persons (age 14 and older) applying for a library card are required to present valid photo identification. The following items will be accepted by Library staff as valid forms of identification.

This list is not limited; a photo ID is defined as an item containing photo of applicant with first and last name of applicant.

  • Child Safety Card
  • Military Identification Card
  • Passport Proof of Address
  • State Identification Card
  • Student Identification Card
  • Social Service Card
  • Valid Driver's License or driver’s permit

The following items will be accepted by Library staff as valid proof of address.

This list is not limited; proof of address is defined as an item containing an applicant’s current physical address.

Proof of address documentation not on the list below must be dated within 4 weeks of application. (E-format is acceptable).

  • Bill (utility, medical)
  • Check book
  • Insurance Card
  • Lease Agreement
  • Pay stub
  • Posted Mail with name of applicant
  • Property Tax Receipt
  • Valid Driver's License or driver’s permit
  • Vehicle Registration Card (must be computer generated, handwritten not accepted)
  • Voter Registration Card

 Fee Schedule Appendix

Item Overdue

Fine

Maximum Fine per Item

Books

10¢

$3.00

Audiobooks

10¢

$3.00

DVD

10¢

$3.00

Music CDs

10¢

$3.00

Magazines

10¢

$3.00

Video Games

10¢

$3.00

Board Games/Activity Kits

10¢

$3.00

eReaders

10¢

$3.00

Digital Camera

$1.00

$3.00

Camcorder

$1.00

$3.00

Telescope

$1.00

$3.00

Tripod

$1.00

$3.00

Robotics Kit

$1.00

$3.00

Board Game

$1.00

$3.00

Telescope

$1.00

$3.00

Museum pass

$5.00 per day

$25.00

 

 

 

Item Replacement Fees

Fee

 

Item Barcode

50¢

 

Dust Jacket

$3.25

 

A/V Repackaging

$1.50

 

6 or 8 disc (case only)

$3.00

 

THE LIBRARY or Genre Labels

10¢

 

CD Case front back or inside tray

50¢

 

CD Jewel Case

$1.50

 

CD Book Case

$5.00

 

 

 

 

Lost Item / Hold Fees / Card Replacement Fees

Fee

 

Lost Item Fee

Original price of item

 

Lost Card Replacement Fee

$1.00

 

 

**The processing fee is automatically applied to the lost item fee for items that have not been returned. It may also be applied when items are returned damaged or with missing parts, or returned in a manner that presents an undue burden on a Library staff member’s time.

Loan Periods Appendix

Material Type

Loan Period

Number of Renewals

Adult New Fiction

2 weeks

1

Adult New Non-fiction

3 weeks

1

Children / Teen New Books

3 weeks

1

Books

3 weeks

1

Puppets, Puzzles, Flash Cards

3 weeks

1

Audiobooks

3 weeks

1

DVD

1 week

1

DVD (Series)

1 week

1

Music CDs

3 weeks

1

Magazines

1 week

1

Video Games

3 weeks

1

Board Games/Activity Kits

1 week

1

eReaders

1 week

1

Digital Camera

1 week

0

Camcorder

1 week

0

Telescope

3 days

0

Museum Passes

3 days

0

Microfilm

1 week

0

 

Checkout Limits (per account)

Total Items

50

Music CDs

20

DVD – new

6

DVD / Blu Ray

10

DVD / Blu Ray boxed sets

2

LPs

2

Puppets

6

Video Games

2

Board Games/Activity Kits

3

eReaders

2

Digital Cameras / Camcorders / tripods

1

Museum Passes

1