Circulation and Interlibrary Loan Policies


Circulation and Interlibrary Loan Policies

The following are rules and regulations of the Phoenix Public Library.  These are effective March 17th, 2015 as adopted by the Board of Trustees of the Phoenix Public Library.

I.     New Cardholder

 A.  Provide identification.  Primary identification to be used is identification with a picture (preferably a Driver's License) and 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 individuals' current address (IE. a   piece of mail or bill).  Individuals who do not possess a valid picture ID must present two documents that verify current address.

B.  New cardholders will be able to sign out 2 items at a time, place 2 items on hold for 2 months.  After the 2 month new cardholder period with an OK status, individuals may extend their privilege.   Children 14 and under must apply with a parent or guardian.  There will be a $.50 charge to replace a lost or damaged library card.

II.     Overall Policy:

         A.  Users must present their library card to check out materials.

         B.  There is an overall limit of (20) items at one time on a library card.

         C. There is a limit of 2 DVDs per family.

III.     Loan Periods:

  1. Books, Audio Books and Music are loaned out for a period of 28 days with one renewal   
  2. New items are loaned out for a period of 14 days with no renewal.
  3. Magazines are loaned out for 3 weeks.
  4. Videos (VHS and DVD) are loaned out for a period of 7 days with no renewal.


IV.    Holds:

A.   Inter-library loans will be available for pickup for 1 week after they are processed.

B.  Regular library holds will be held for 3 days and then passed on to the next patron or be re-shelved.

V.     Renewal Policy:

A.  All items (except DVDs and VHS and new) may be renewed 1 time.

B.  Renewals are not allowed for items with holds.

C.  Renewals may be done online, over the phone and in person.

VI.     Over-dues and Fines:   No Fines calculated for days the library is closed.

A.  Books, audio books, CDs and software are fined 20 cents per day up to $5.00 per item (no grace period).

B.  Magazines are fined 20 cents per day up to $5.00 per item (no grace period).

C.  Videos/DVDs are fined $1.00 a day up to $5.00 per item (no grace period).

D.  Borrowing privileges will be suspended if user has 5 or more overdue items or owes more than $5.00 in fines, and will not be restored until such materials are returned, paid for, or fines have been paid.

E.  Overdue materials that have reached the maximum fine may not be renewed until the fine is paid in full.

F.  In extenuating circumstances, a donation can be made in lieu of the fine or the fine may be forgiven.

VII.    Damages Materials:

A.  If a book or other material is damaged beyond repair, the borrower is required to pay the billed amount.

B.  Until the 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 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, request, 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 statue. 

The Phoenix Public Library adheres strictly to all sections of this Statute regarding the protection of the confidentiality of its users.

IX.    Interlibrary Loan

The Interlibrary Loan service supports the mission of the library by providing expanded access to library materials and information.  The purpose of interlibrary loan is to obtain materials not available in the library.  The library affirms that interlibrary loan 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: An Interlibrary Loan request is defined as a request for library materials made on behalf of a library patron through NCLS, ICEPAC.

B. Patron Status:  Patrons must have a library card in good standing to use the Interlibrary Loan service.  A patron status of "Blocked" will deny ILL service. Interlibrary Loan requests will not be processed for patrons with overdue loan material.

C. Borrowing Rules:  Materials will be available for pickup for 1 week after delivery.  Items not picked up will be returned to the home library.

D. Charges:  The library does not charge fees for the Interlibrary Loan service.  The library always attempts to borrow from libraries 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.  The patron is responsible for overdue fees, repair or replacement costs.  The library will make an effort to collect any such charges from the patron who received the materials. 

 X.   Debt Collection & Reimbursement Policy & Procedures:

 Patrons with overdue material will receive a first overdue notice via telephone call, mail or e-mail after 7 days. A second overdue notice via telephone call, mail or e-mail is transmitted after 28 days.

To that end, borrowers with an overdue balance greater than $25 or more are subject to contact from a collection agency. A non-negotiable collection fee will be applied to the account of any borrower who reaches this level. The collection agency will make several attempts via telephone, mail or e-mail to advise the patron of their responsibility for returning the material and settling their account with the Library.  If the material goes unturned and the patron does not contact the Library after 120 days, the patron will be credit reported. The patron will be responsible for paying all credit agency fees in addition to overdue fees or material replacement fees.