Collection Use Policy
Policy Statement
The library provides equitable access to its collections and resources by establishing clear guidelines for the circulation, use, and return of materials. This policy governs loan periods, renewals, limits on the number of items borrowed, handling of lost or damaged materials, interlibrary loans, and account management. All patrons are expected to comply with these guidelines to ensure fair and consistent access for the entire community.
Purpose
The purpose of this policy is to ensure equitable access to the library’s materials and resources for all patrons while promoting responsible use and timely return of borrowed items. It provides clear guidelines for circulation, loan periods, renewals, and limits on borrowed materials, as well as procedures for handling lost or damaged items and claims of returned materials. The policy supports participation in Interlibrary Loan services, allowing patrons to access materials beyond the library’s collection, and establishes a fair system for managing accounts, including patrons with outstanding balances. By providing these guidelines, the library maintains accountability for its resources, ensures consistent service for the community, and upholds the library’s mission to offer inclusive, accessible, and high-quality services.
Policy Details
Use of Materials
The library provides access to a wide range of materials while ensuring responsible use and fair availability for all patrons. Certain materials are designated as non-circulating and must be used within the library; these items are marked with a red sticker labeled “Non-Circulating.” Patrons are responsible for returning all borrowed materials on time and in the same condition in which they were checked out.
The library is not responsible for any damage to personal equipment that may occur through the use of library materials, for damage to personal audiovisual materials resulting from the use of library equipment, or for any injury, loss, or other damage that may occur while using library materials.
Loan Periods and Limits
The standard loan periods for library materials are established to ensure equitable access for all patrons, though exceptions may apply based on the type of library card. Most items circulate for 21 days, while new books, software, and magazines circulate for 14 days. Videos and DVDs are checked out for 7 days, and reference books or certain rare volumes are restricted to use within the library only. Loan periods may be extended at the time of checkout for specific purposes, including Spies Library–sponsored book clubs and Teacher Card items, which circulate for 42 days.
Material limits are also determined by library card type. Patrons may check out up to 4 DVDs at one time. The total number of items allowed on a standard library card is 50, while Teacher Card holders may check out up to 100 items. Patrons with a Public Limit Card may check out a maximum of 2 items at one time. These limits may be adjusted as exceptions to accommodate specific programs or card types, as outlined in the Library Card Policy.
Renewals
Library materials may be renewed in person, online, or by telephone. Most items may be renewed up to three times, provided there are no holds placed on the item by another patron. Items that have been reserved by another patron are not eligible for renewal.
Returns
Materials are expected to be returned by their due date to ensure fair access for all patrons. Items may be returned at the circulation desk or placed in the library’s book drop; however, patrons should not reshelve materials themselves, as this may result in items not being properly checked in. Materials deposited in the book drop during hours when the library is closed will be credited as returned on the last day the library was open.
Damaged Materials
Items returned in damaged condition that renders them unusable, as determined by library staff, will require replacement. Patrons will be billed for the replacement cost plus a $5.00 processing fee. To resolve damaged item charges, patrons may either pay the replacement and processing costs or provide a replacement copy that is identical or equivalent in format and edition, subject to staff approval. If the library has already purchased a replacement copy for the damaged item, the patron may not provide a replacement. When a replacement copy is provided by the patron, the processing fee still applies, and the patron may keep the damaged item. Library staff will determine whether any replacement copy is acceptable for addition to the collection.
Lost Materials
Items not returned within 30 days of their due date will be considered lost. Patrons will be billed for the replacement cost of the item plus a $5.00 processing fee. To resolve lost item charges, patrons may either pay the replacement and processing costs or provide a replacement copy that is identical or equivalent in format, binding, and edition, subject to approval by library staff. If the library has already purchased a replacement copy for the lost item, the patron may not provide a replacement. If the lost item is later returned in good condition, both the replacement cost and processing fee will be removed from the patron’s account. Replacement fees are set by library staff, and if the list price is unavailable, the current appraisal value will be used.
Claims Returned
Patrons who receive an overdue notice but believe they have already returned the item(s) may submit a Claims Returned Form within two months of the first notice. Each form must be fully completed and submitted to the library circulation desk. Patrons may have up to two active Claims Returned within a two-year period; patrons filing more than three claims in two years will be responsible for all subsequent replacement and processing costs. Library staff will conduct a reasonable search for claimed-returned materials, and the final determination of whether an item is considered returned rests with the Library Director.
Interlibrary Loan (ILL) Materials
Spies Public Library participates in Interlibrary Loan (ILL) services to provide access to materials not available in its collection. While the library is fine-free, lending libraries may charge fines, fees, or replacement costs for overdue, lost, or damaged ILL materials. Patrons borrowing ILL items are responsible for any such charges, including shipping or processing costs. Failure to return ILL materials on time may result in temporary suspension of ILL privileges until all outstanding charges are resolved. Replacement costs for ILL materials are determined by the lending library and must be paid in full by the borrowing patron. No claims returned will be accepted for ILL materials.
Fine-Free Policy
Spies Public Library does not charge overdue fines. This policy is designed to ensure equitable access to library materials for all patrons and to remove barriers to borrowing. While overdue fines are not assessed, patrons are still responsible for the timely return of materials and for any replacement or processing fees associated with lost or damaged items.
Forgiveness of Fines and Fees:
All fines and fees, including charges for lost or damaged items, will be automatically forgiven three (3) years after the date they were assessed. This forgiveness is intended to provide patrons with a clean slate and continued access to library services. Interlibrary Loan fees and charges imposed by other libraries are not subject to forgiveness, as they are set and retained by the lending institutions.
Patrons who have had fines or fees forgiven under this policy will be placed on a Public Limit Account, which restricts checkout to a maximum of two items at one time. Patrons may submit a written request to the Library Director to be removed from Public Limit Account status. Approval is at the sole discretion of the Library Director and is based on the patron’s borrowing history, payment record, and current account standing.
Policy Review
This policy shall be reviewed at least once every three years, or sooner if necessary, to ensure that it remains consistent with the library’s mission, addresses community needs, and aligns with current operational standards.
Policy Approval
This Circulation Use Policy has been reviewed and approved by the Library Director and the Board of Trustees of Spies Public Library. Approval ensures that the policy aligns with the library’s mission, operational standards, and community needs.
Effective Date: This policy is effective as of November 24, 2025
Next Review: November 2028