Borrowing Policy

Reciprocal Borrowing Cards

Hamilton Public Library has several formal reciprocal borrowing agreements with neighbouring municipalities. Reciprocal borrowing agreements require library board approval. Individuals from outside of Hamilton require a valid library card from a participating library system, along with identification showing their name and address. This card may be used to borrow, but a Hamilton Public Library card is not issued.

Participating Systems:

• Burlington Public Library
• Cambridge Public Library
• County of Brant Library System
• Grimsby Public Library
• Haldimand Public Library
• Milton Public Library
• Region of Waterloo Library
• Waterloo Public Library
• Wellington County Public Library

Community Cards

Staff employed by a Hamilton daycare center, institution, school, corporation, business, government agency, association, charitable and non-profit organization or group home may apply for a Community card.

A special application form must be completed for this category of library membership. A Community card application requires the signature of an executive or administrator who is authorized to accept financial responsibility for the organization. In the case of schools, the application needs to be signed by the principal. These specialty cards carry additional conditions:

• Library card must be in-hand to borrow materials.
• The executive or administrator is responsible for all lost or damaged materials.
• Card cannot be used by staff for personal use.
• The Manager of the lending location reserves the right to impose limitations on the amount and type of material available, or to shorten the loan period if necessary.
• Community cards are verified annually to confirm all information. Verification may be done by phone.
• HPL Digital Media, DVDs and Blu-ray are for personal use only. Customers accessing these resources and showing content to anyone outside of their home or a personally deeded residence is infringing copyright if they do not have a public performance license.

Member Confidentiality

Library registration is carried out in accordance with the Privacy Policy for Library Members [3], which provides full information about the collection and use of personal information.

• Information about what a person has borrowed is not kept in the member’s account after the item is returned except where fines and fees may have occurred, or when the member has activated the borrower history feature which keeps a list of returned items. Staff may access the last borrower information for library business purposes only.
• Visiting Library Service (VLS) customers’ information is retained for the period they are enrolled in the service.

Notifications

Library cardholders receive notifications regarding their borrowing from the Library. Members are notified by email or automated telephone calls/voicemail messages regarding items that are overdue or are on hold and ready to be picked up. Members who provide an email address, will additionally, receive emails about items that will be automatically renewed or are coming due. If members prefer not to receive library notifications and opt to manage their borrowed materials, this can be requested.

Inactive Cards

Inactive cards are deleted on a four (4) year cycle.

Borrowing Responsibilities

Signing the library card implies the card holder’s acceptance of and adherence to rules and regulations of Hamilton Public Library. All card holders are responsible for:

• Materials checked out on their card
• Promptly reporting changes in registration information such as name, address or contact information and
• Promptly reporting the loss or theft of a library card

Card holders also authorize the Library to collect personal information for the purpose of providing service.

Verification: Discovery and Inspire card holders are required to verify their contact information every three (3) years. Non-Resident, Reciprocal, Community Cards require annual verification.

Borrowing Privileges

A valid Hamilton Public Library card is required to borrow materials. Loan periods vary based on the materials borrowed and the type of Library card used to borrow materials. Loan periods also vary when borrowing Makerspace items or technology equipment.

Loan Periods

• 21-day loan period - applies to most materials

Staff can offer extended loans to 21-day loan material, excluding new or requested items (items “on hold” for another customer). The maximum due date can be extended up to the maximum renewal limit for the item (i.e. up to twelve (12) weeks from the date of original check out). The Manager may impose restrictions on the number of items that can be extended.