Library Membership Policy

Purpose

The purpose of this policy is to ensure equitable conditions for library membership at Cambridge Public Library (CPL). As such, the conditions for access to collections and services will be provided in a fair and consistent manner, and in accordance with the Public Libraries Act R.S.O. 1990, cP44. Library membership (library card) is not required to:

• enter the library, including CPL’s Cambridge Art Galleries

• use most resources and services within the library, or

• attend programming.

A library card is required to borrow materials, use certain in-house equipment, and access online resources. Members may choose to sign up for a library card in-person at a library location or online through the CPL website.

Scope

This policy is applicable to all users of the Cambridge Public Library (CPL). The policy outlines the following:

• Criteria to obtain a library card membership

• Types of memberships

• Membership card responsibilities and terms of use

Criteria to obtain a library membership

Membership at the library is free of charge to persons who live, work, own property within the boundaries of the City of Cambridge or attend an education institution within Cambridge.

Persons residing outside of the City of Cambridge may qualify for a membership under a reciprocal borrowing FD-05 agreement.

Anyone residing outside of these areas that wishes to obtain a library card is required to pay a membership fee on an annual basis. Identification and proof of current address are required for all membership applicants at the time of registration.

A cardholder may be asked to provide identification or proof of address again if a member moves to a new address or library staff need to re-confirm their identity.

Types of memberships

Cambridge Public Library issues the following types of membership cards:

• Adult (18+)

• Juvenile (12 & under)

• Teen (13 – 18)

• St. Benedict CSS Student & Teacher

• Temporary

• Accessible

• Community Access

• Visiting Library Service

• Reciprocal

• Internet Access

• Online

• Non-Resident

For a full description of criteria requirements for each membership type, see Schedule A.

Membership Card Responsibilities and Terms of Use

Signing the back of the library card or selecting “Submit” on the online membership form implies the cardholder’s full responsibility for the card and acceptance of and adherence to the rules and regulations of the Cambridge Public Library. Library cardholders are responsible for all materials borrowed and any fees that may accrue due to lost or damaged materials.

Parents or legal guardians of children aged 12 and under are responsible for materials borrowed on their child’s card.

All library cardholders are responsible for returning or renewing the materials on time as this enables others to enjoy the library’s collection.

In lieu of a library card, identification can be shown; as long as staff can reasonably confirm that the identification matches the library account information, material may be borrowed. It is understood that to protect personally identifiable information and membership accounts, staff may decline to accept identification or allow borrowing.

Member Confidentiality

Cardholders authorize CPL to collect personal information for the purpose of providing services which may include the retrieval of library materials, fundraising and the delivery of program information. All information collected is in accordance with the Municipal Freedom of Information and Protection of Privacy Act R.S.O. 1990, c. M.56 and CPL’s Privacy and Confidentiality of Personal Information policy. All information collected is for library purposes only and is kept confidential.

Lost or Stolen Cards

Members are responsible for promptly reporting the loss or theft of the library card and for reporting changes in their contact information to the library. A person in possession of a Cambridge Public Library card is assumed to be the owner of or have the owner’s permission to use the card. This includes cards of children or spouses. A fee will be charged for replacement of a lost or damaged card (see Service Fees Policy).

Library Card Renewals

Library cards are subject to renewal based on type of membership, but most are an annual renewal. On the renewal date, the card will no longer be active. Memberships in good standing can be renewed using the online membership renewal form, in person, or over the phone. Library staff will ask members to confirm their contact details before renewing the card. In some situations, members may be asked to come into the library to present identification or pay for outstanding charges before the renewal can occur.

Duplicate Memberships

Each individual is entitled to one membership card. If an individual registers for a second membership, the memberships will be combined into one record. The member will be responsible for any outstanding fees on either membership(s).

Inactive Cards

Library accounts are deleted after four (4) years of inactivity.

Notices

Members are responsible for monitoring their library card activity, including items checked out and due dates. Members can access account information online on the library’s website, via the CPL mobile app or by contacting library staff. Email and telephone notifications are provided as a courtesy.

Members with a working email address or telephone number listed in their account will receive either telephone or email notifications to alert them of the following:

• Overdue notices

• Holds pick up notification

• Billed items for unreturned materials (email notification only)

• Courtesy reminder of due dates (email notification only & only for materials with a due date of one week or greater)

If members prefer not to receive telephone or email notifications, this can be requested. Members without a working email address or telephone number will be notified by mail of overdue or billed items.

Suspension of Borrowing Privileges

Replacement costs may be charged for lost or damaged materials. Borrowing privileges will be suspended for members who have unreturned materials over the limit threshold of one (1) billed item or over $50.00 in fees owing on their library account. Returning the materials and/or paying the charges will re-instate the borrowing privileges.

A Library membership can also be suspended if an individual has failed to follow the rules and regulations of the library, as per the library’s Code of Conduct policy.

Outstanding Accounts and Collections

CPL uses a collection agency to recover outstanding accounts exceeding $100 for materials that are 72 days overdue. Juvenile and teen accounts are excluded. A collection agency fee of $6.00 will be charged for accounts that go into collections. This charge must be paid even if the materials are returned.

Schedule A: Types of Membership

Adult (age 18+)

Adults 18+ who live, work, own property, or attend an educational institution in the City of Cambridge qualify for a free library membership. Identification and proof of address are required at registration. There are no restrictions to borrowing on an adult full membership.

Teen (age 13 - 17)

Teen cards are issued to individuals ages 13-17 who live or attend an educational institution in the City of Cambridge. A parent or guardian signature is not required. Identification and proof of address are required at registration. There are some limitations to borrowing on a Teen card, such as A/V materials rated 18+ and some unusual things to borrow.

Juvenile (age 12 & under)

Children 12 years and under must have a parent or legal guardian who applies and signs for their library card. The parent or guardian accepts all responsibility for materials borrowed and all charges that may accumulate on their child’s card. It is the responsibility of the parent or guardian to monitor the choice of library materials by children under 12 and their use of the Internet when on CPL premises. There are some limitations to borrowing on a Juvenile card, such as A/V materials rated 18+ and some unusual things to borrow.

Reciprocal

Cambridge Public Library has several reciprocal borrowing agreements with libraries in neighbouring municipalities. Individuals from outside of Cambridge who reside in one of these areas may qualify for a CPL membership. Identification and proof of address are required as part of the registration.

Participating reciprocal communities are:

• Brant County

• Brantford

• Guelph

• Hamilton Region

• Kitchener

• Waterloo

• Waterloo Region

• Wellington County

St. Benedict Catholic Secondary School Students & Teachers

As part of the agreement with our shared Clemens Mill location, staff and students at St. Benedict Catholic Secondary School are eligible for a library card.

Temporary

Persons who are on a short term stay to visit or work (6 weeks or more) or are staying in short-term accommodations, including staying at a Cambridge shelter, and have no permanent Cambridge address can register for a Temporary membership. This allows the members to borrow up to three items at a time and access to public computer workstations and online e-resources. There are restrictions on which materials can be borrowed. This card must be renewed every three months and identification must be provided at time of renewal.

Accessible

An accessible membership is open to any adult, teen or juvenile person with a disability who would benefit from an extended loan period of 9 weeks for borrowing materials. There are some limitations to borrowing on an accessible card due to the extended borrowing periods. AV materials rated 18+ cannot be borrowed on the Teen or Juvenile card.

Community Group

Staff employed by a Cambridge daycare centre, school, government agency, community centre, or other charitable and/or non-profit organization or group home may apply for a Community Group card.

A Community Group application requires the name and signature of an executive director or administrator who is authorized to accept financial responsibility for the organization. In the case of schools, the applications must be signed by the principal.

Other conditions apply to this membership card:

• Library card must be presented upon each check out to borrow materials.

• The executive director or administrator is responsible for all lost or damaged materials.

• The card cannot be used by staff for personal use.

• A maximum of 50 items can be borrowed at one time.

• There are some restrictions on the types of materials that can be borrowed, such as technology and other unusual things to borrow.

• All AV materials are for personal use only and may not be used for public viewing. Public performance license rules apply.

Visiting Library Service

A Visiting Library Service (VLS) membership partners a trained volunteer with a member who is homebound due to age or illness. Trained volunteers with Cambridge Public Library are given the right to access borrowing information and the right to use this membership card in the provision of Visiting Library Service. This membership type is set up by contacting CPL’s Coordinator of Volunteer Services. VLS members receive a 9-week loan period for materials.

There are some limitations to borrowing on a VLS card due to the extended borrowing period.

Internet Access

An internet access card can be obtained by individuals who do not want to borrow materials or are not eligible for a full or temporary membership. The internet access card allows the user to utilize the public computer workstations and printers. Applicants must produce identification with their first and last name.

Online

An online membership is available to anyone who resides in the City of Cambridge but does not want a full membership or is unable to visit a location to sign up for a membership. This membership can only be used to access online e-resources and cannot be used for borrowing materials. To upgrade to a full membership with full borrowing privileges online library members must visit a library location and provide identification and proof of address.

Non-Resident

Non-residents who live outside of Cambridge and the reciprocal borrowing areas can purchase an annual library membership (See Cambridge Public Library’s Service Fees Policy). There is an annual, non-refundable fee effective from the date of registration.

When the card expires, cardholders will be asked to renew in person to pay the annual fee and provide identification and proof of address again. The annual rate will be established based on the per capita rate that a resident of Cambridge contributes to the City of Cambridge for library services.