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Circulation Policy

PURPOSE

The circulation policy of the Irvington Public Library exists to facilitate community access to the materials and information in the library's collection.

IRVINGTON PUBLIC LIBRARY CARDS: ELIGIBILITY PATRON REGISTRATION

Irvington Public Library cards are issued free to Irvington and Newark residents (unless they had a previous card).

ELIGIBILITY FOR CARDS

The following people are eligible for an Irvington Public Library card:

Adult Borrowers (9th grade and up)
Must reside in Irvington and/or Newark
Must work in Irvington and/or Newark
Must attend school in Irvington and/or Newark
Must pay taxes (have a property and/or have a business) in Irvington and/or Newark

Non-Resident Adult Borrowers
Non-resident adult borrowers that do not fall into any of the above categories will be charged $75.00 for an Irvington Public Library card (non-resident borrowers can not purchase a ReBL card)
Irvington Public Library cannot issue ReBL cards to Newark residents.
Any Newark resident who obtains an Irvington Library card cannot get a ReBL subscription from Irvington Public Library.
Newark residents must issue ReBL cards and renew ReBL cards only from the Newark Public Library and/or at any of Newark branches.
Newark ReBL cardholders cannot renew ReBL cards at the Irvington Public Library.

Juvenile Borrowers (8th grade and under)
Must reside in Irvington and/or Newark
Must attend school in Irvington and/or Newark

Library cards are issued to children from birth.
Acceptable proof of residency is required from the parent or legal guardian in order to obtain a new library card or renew an expired library card. [See Acceptable Identification]

Parent or guardian's signature is required on the application.
If the parent is not present at the time of registration, the child may take the application home to be filled out by the parent or guardian.
The application may be returned to the library with acceptable identification.

Lost Cards
If a patron loses his/her library card he/she must notify the library immediately. The patron will not be responsible for materials checked out after the card has been reported lost. If the patron does not report the card lost, he/she will be responsible for all items, fines and fees accrued on his/ her library card. All fines and fees must be paid first, before a patron can apply for a replacement card. Patrons may apply for a new card after paying a non-refundable fee of $2.00 to replace the lost card. If the old card is found, it must be destroyed or returned to the library for disposal.

Reciprocal Borrowing Agreement between Irvington Public Library and Newark Public Library
The Irvington Library and the Newark Public Library has a reciprocal agreement between both libraries. This service is shared by both libraries. Patrons may checkout, return materials and pay fines at the Irvington Public Library and/or at the Newark Public Library and their branches. (DVD's, videos, cassettes and all audio visual materials must be returned back to the library in which it was checked out).

ReBLCard-Application
Only Irvington residents are eligible for a ReBL card- [Reciprocal Borrowing Lending Card] issued at Irvington Public Library. Non-residents living in Essex County have to apply for ReBL cards and renew ReBL cards at their home library (the town in which they reside). The ReBL card will permit patrons to check out material in the participating libraries. Since each library has a different set of policies it is recommended that you acquaint yourself with the policy of the library you intend to use.
Irvington patrons applying for a ReBL card must present a valid Irvington Public Library card and acceptable form of identification verifying proof of residency, which is required for obtaining the ReBL card.

ACCEPTABLE IDENTIFICATION

All applicants applying for an Irvington Public Library card or renewing their library card must show proper identification: that contains the applicant's name, and current street address. Addresses with Post Box addresses will not be accepted. Checkbooks are not acceptable forms of identification. Library cards are valid for one year, and must be renewed annually with an acceptable form of identification. The Irvington Public Library has the right to ask for identification during any library transaction.

The following are considered acceptable forms of Identification:

  • A valid New Jersey Department of Motor Vehicle driver's license.
  • New Jersey Department of Motor Vehicle identification with a current address.
  • A valid driver's permit that is issued by the Department of Motor Vehicle.
  • A current utility bill, telephone bill, cell phone bill, bank statement indicating the applicant's name and street address postmarked within 30 days. (Documents printed from the internet/ computer will not be accepted as acceptable identification).
  • Current mail postmarked within thirty days, (check envelope for postmarked dated and street address of the applicant).
  • High School students must have a current school schedule and recent report cards indicating residency in Irvington/Newark. (It must be the original document on the high school letter head stationary).
  • Irvington property tax statement.
  • Documents of ownership of your business or property for the township of Irvington or the city of Newark.

NON-RESIDENTS:

  • People who work in Irvington and Newark, but do not live in either town must show proof of current work address in Irvington, as well as proof of current home address.
  • People who pay taxes in Irvington and Newark, but do not live in either town must show a current tax bill from the town, as well as proof of current home address.
  • If a person wishes to borrow materials from Irvington Public Library but is ineligible for a card:
  • Essex County residents may use a county-wide ReBL card which they must obtain from their home library.
  • Others may purchase an Irvington Public Library card for $75.00 for one year.
  • If a patron is unable to provide satisfactory proof of residency, desk assistant should fill out a post card with the applicant's name and address. Explain to the patron that the library will mail the postcard to him/ her, and that when it is received, the post card should be brought back to the library as valid proof of address within TWO weeks of the dated postcard. There is no charge to the patron for this service (unless they had a library card prior).

WE DO NOT ACCEPT FOR IDENTIFICATION:

  • Personal checks from checkbooks, because it is not dated, therefore it is adequate identification.
  • Computer printouts are not accepted, because documents can be altered by computer use.
  • Passports, social security cards, green cards, bank (ATM and credit) cards and medical cards because an address is not printed on those documents. All identification must have a recent date and state your current address.

LOAN PERIOD

In Absence of a Valid Library Card
In the absence of a valid library card, an acceptable identification may be presented to borrow library material. This service is offered a maximum of three times. ReBL patrons must present their ReBL card at the time of check-out in order to borrow material.

Loan Limit
A library user may have up to 50 adult items checked out.
A library user may have up to 20 juvenile items checked out.

Video/DVD Loan Limit
Up to three videos or Dvd's may be checked out.
Up to three juvenile videos or Dvd's may be checked out by an adult only.

Adult Circulation Loan Periods.
Irvington Public Library videos 3 days
DVD 3 day rental 2.00 for 3days
New Fiction 14 days
New Non-Fiction 14 days
Regular Fiction 28 days
Regular Non-Fiction 28 days
Audio Books/ Tapes on CD's 28 days
Reference Materials(s) Do not circulate
Periodicals Do not circulate

Juvenile circulation Loan Period
Irvington Public Library Video/DVD 3 days (must be checked out on an Adult card).
New Fiction 14 days
New Non-Fiction 14 days
Regular Fiction 28 days
Regular Non Fiction 28 days
Audio Books/ Tapes on CD's 28 days
Reference Material(s) Do not circulate
Periodicals Do not circulate

Children are permitted to check out videos, audio cassettes, book cassettes, and
Cassettes for children upon her parent/guardian signing of a Video Borrower's
Agreement for the child/children.

Renewals
There is a maximum of 2 renewals, with the following exceptions, materials cannot be renewed:

  • If the items is overdue.
  • If the patron has fines for late items (fines must be paid before any material can be renewed).
  • If the items is not on hold or reserve.
  • If the patron card is not valid.

Materials may be renewed over phone with the following condition:

  • If the items is not on hold or reserve.
  • If the items is not overdue.
  • If patron has no outstanding fines.
  • If the patron card is not expired.

Any patron that intends to renew books over the phone must call on the day it is due or day(s) before the material is due. The service is a courtesy of the Irvington Public Library offered to patrons who are unable to return their material. Service preference will be given to patrons who are physically present.

DVD's and videos cannot be renewed over the phone.

Non-Circulating Items
Magazines, newspapers, local history and reference material do not circulate. The reference desk is responsible for the distribution of these items. The librarian may request a library card or acceptable identification prior to the use of these items.

Returning Items
Library materials can be returned at the Irvington Public Library or at Newark Public Library and any of their branches. When returning library material, it must be returned at the Adult Circulation desk, Children's Circulation desk or the Books Drop located outside on the portico in front of the library.

Videos, CD-ROMs, DVDs, Books on tapes, and other audio visual or non-book material must be returned directly inside the library at any circulation desks.

FINES AND FEES FOR MATERIAL RETURNED LATE

Fines are assessed for items returned past their due date to encourage library users to return materials by the due date. It is not the responsibility of the Irvington Public Library to remind patrons when items are due. However, overdue notices are sent all patrons 2 times. A final notice is also sent itemizing all replacement costs.

Adult Circulation Fine Schedule
Irvington Public Library video 1.00 per day per video
DVD's 1.00 per day per video
New Fiction .20 per item per day
New Non-fiction .20 per item per day
Regular Fiction .20 per item per day
Regular Non-fiction .20 per item per day
Books on Tape/CD's .20 per item per day
Audio Books .20 per item per day
CD's .20 per item per day
Reference Material(s) Do not circulate

Juvenile Circulation Fine Schedule
Irvington Public Library 1.00 per item per day
New Fiction .10 per item per day
New Non-fiction .10 per item per day
Regular Fiction .10 per item per day
Regular Non-fiction .10 per item per day
Audio Books .10 per item per day
DVD's 1.00 per item per day
CD's Audio 1.00 per item per day
Reference Material(s) Do not circulate

Maximum Fines
Adult Maximum Fine(s)
Adult videos 10.00 per item
Nonfiction Adult up to the price of the item
Non-Fiction Young Adult up to the price of the item
Science Fiction up to the price of the item
Hard cover fiction up to the price of the item
Non-catalogued Paperbacks up to the price of the item
Romances
Young Adult Fiction
Regular Fiction Paperback

Juvenile Maximum Fine(s)
Children up to the price of the item
Children Videos 10.00 per item
Audio Books up to the price of the item

Waiver of fines and fees
A recommendation may be made to waive fines and fees if the circulation staff has determined that the patron is not at fault. The Head of Circulation /Head of Children Services are responsible for making the decision. In the absence of the Head of Circulation/Head of children Services the Assistant Director or Library Director will make the decision to waive the fines and/or fees.

Method of Payment
The Library will accept the following forms of payment for fines and fees:

  • Cash
  • Personal Check
  • Money Order
  • Cashier's Check

Fees For Damaged Items
Damaged pages 1.00 per page
(Patron has an option of paying for the book)
Torn/or with erasable pencil marks 1.00 per page
(Patron has option of paying for the book)
Missing Barcode 1.00
Replacing each plastic book jacket 2.00
CD Box 1.00
DVD Box 1.00
Video Cassette Box 2.00
Audio Cassette Box 2.00
Vinyl Pouch for compact discs 1.00
Video, CD, DVD repairs 1.00

Circulation Fees
Fines .10 cents for Children and .20 cents for Adults
Missing date cards .10 cents
Lost library cards 2.00
Subscribers Cards 75.00
Reserves/Holds .50 cents
Book and Magazine sales .25 cents and up
Video fines 1.00 a day, max $10
Plastic bags .25 cents
Tote bags 2.00
Computer print outs .15 cents a copy
Computer paper .25 cents for 10 sheets
Proctoring for testing 25.00
DVD rental and fines 1.00 and up
Computer guest passes .50 for 15 minutes $1.00 for an hour.
Replacement Costs
In the event that an item is lost or damaged beyond repair, the patron will be charged the current replacement cost and a processing fee. (There is no refund for damaged materials). Patrons may replace items with an exact copy, and therefore will not be charged the replacement cost, but they are responsible for the processing fee.

Refunds
If a lost book paid has been returned within 10 business days the library will refund the cost of the replacement fee. Fines and/or the processing fees will not be refunded. Patrons requesting refunds must provide the library with the receipt issued by the library. Refund checks will be mailed to library patron by the bookkeeper. If the patron finds the lost material after 10 business days, it will belong to the patron. The patron may donate the material to the library.

Claims Returns
If a patron reports that he/she has returned the items in question or never checked them out in the first place, a claim returned maybe issued under the following condition:
A library staff member has carefully searched the shelves to find the item without success.
A library staff member has carefully checked all departments in the building and has not located the items.
After several searches to find the item, the patron will be responsible for paying for the lost material.

SPECIAL SEVICES

Reserves
Patron may place a reserve/hold on an item that is currently checked out or on a reserve waiting list, (this does not include videos). When the item is returned to the library, the user will be mailed a notice that the item is the being held for them at the Circulation Desk until a specified date, (within one week). Patrons are responsible for notifying the library if they no longer wish to have the item held for them. Library users will be accessed a. 50 fee for each reserved item.

Holds
Patrons may place a hold on an Irvington Public Library and /or Newark Public Library item. (this does not include videos). Library users will be assessed a .50 fee upon checking out an item placed on hold.

Interlibrary Loan
Irvington Public Library patrons may request that the library locate and borrow books or magazine articles that are not available in the library. Interlibrary loans may take anywhere from one week to two weeks. Patrons that fail to return inter-library loan(s) will be charged the replacement cost, fines and fees set by the borrowing library. Library users will be assessed a .50 fee upon checking out an Interlibrary Loan.

Fax Services
Irvington Public Library provides fax services to the public. The cost of faxes is $2.00 for the first page and $1.00 for each additional page. Money must be collected before beginning any faxing. Faxes are rung up after the faxes are successfully completed. If the confirmation sheet confirms that the fax was unsuccessful, then the patron is not charged. If the confirmation sheets states it was successfully completed, then the patron will be charged. If the fax does not reach its destination and the confirmation sheet stated a successful arrival (OK), patron's money will not be refunded. The library is not obligated to re-fax the document. Staff may re-fax as a courtesy. Cover sheets are available for .15 cents a sheet. The cover sheet is also counted in the cost in the number of pages faxed. The .15 cents is an additional cost from the fax cost.

Notary Services
The Irvington Public provides notary services. Notaries are $2.50 per document. Patrons should call in advance for this service to avoid waiting.

Shut-in services
Patrons who are unable to physically check out and return materials may request that the library deliver and pick up items from their homes/residence. Patrons must reside in Irvington to be qualified for the service. A request must be made to the Reference Department for this service. Deliveries and pick ups are done once per month.

Denial of borrowing Privileges
Library users will not be able to check out items if:
Overdue fines and outstanding material and fines

Expired Card

This holds true for both Irvington public Library and/or Newark Public Library patrons.

CONFIDENTIALITY

Privacy
New Jersey Statute 18A:73-43.1-3 states that library records are confidential. In order to promote free use of the library, the following information will be given only to an individual cardholders inquiring about his/her record of use:
materials checked out or overdue
items on reserve
Reference questions asked.

Approved by the Irvington Public Library Board of Trustees 9/13/12

Updated and Approved by The Board of Trustees- September 2013