Peoria Public Library System

Policies

Library Circulation Policy

Purpose:
In order to provide equal access to library materials, Peoria Public Library sets policies for the length of loan period, renewals, reserves, and fines. The library will determine who is eligible to borrow materials and will provide requirements for the return or replacement of such materials.

Responsibilities of Patrons Granted Library Privileges
Borrowers are responsible for library materials checked out to them until they are returned to the library. Library privileges are not transferable and patrons are prohibited from lending their library privileges to other individuals.

It is the responsibility of the parent(s) to monitor all materials that their children use and/or check-out and to select materials appropriate to the children's age, maturity, or reading level.

User Eligibility
Obtaining a library card is required to utilize library services. A person wishing to obtain a Peoria Public Library card must provide identification (photo identification and proof of current address)and be a resident of Maricopa County. It is necessary to have current address and telephone number on file for each library cardholder so that we may contact them when necessary.

Acceptable forms of identification:

Drivers license or photo ID and any one of the following: personal check, current mail or voter registration card, or similar I.D.
People who can not provide two forms of identification (one photo and one with current address) at time of application will not be able to receive a library card.
All city employees are eligible to receive a library card with a current City Badge or verification of employment through their supervisor.

Any child under the age of 18 MUST have a parent or guardian present to obtain a card. A parent or guardian must provide appropriate ID. There is no age restriction on who may receive a library card.The person must be present when the card is issued.

In the case of a patron who is physically unable to sign his/her name the staff person will note that the application is acceptable without the signature.

Special groups, tours and programs may be exempt from showing proper identification or having a guardian present when receiving a library card with prior approval from the librarian.

Yavapai County residents who reside in Peoria and students or teachers within Peoria are eligible for a library card.

With a current library card patrons can receive a personal identification number (PIN) so that they may access on-line services via Ibistro, the library’s automation database. Without the card present we will not be able to give out patrons pin numbers. Patrons calling for pin number will need to give library card number and verify information in patron record.

Library Cards
Patrons should present their library card when items are to be checked out and renewed. This ensures library confidentiality and expedites service.

Patrons must have their library card present to use library services, to check out library materials, and use the computers.

If the patron has lost their card, a replacement card can be issued provided the patron provides proper identification. A minor may replace or renew their card without a parent or guardian if they can provide proper identification or verify their address and phone number. A $2.00 replacement fee will be assessed.

It is the library cardholder's responsibility to keep the library informed of their current mailing, email addresses and any other updated information. Once a year a patron will be asked to verify his/her address and phone number so the library can maintain updated records. The library is not responsible for any fines or penalties the patron may be assessed due to the lack of current address information.

Library privileges are not transferable; individuals are prohibited by Library Policy from lending their library privileges to others.
Guardians whose names are listed in the patron record may have access to information on a minors account that they are responsible for after verification of information.

Patrons may not use other family member’s library cards without permission. Children who do not have library cards or ID to confirm their identity may not checkout items. If the parent is present they may verify information for the child by presenting their ID.

Checkout Limits
In order to maintain an adequate selection of materials in all areas of the library, limits have been placed on the number of items that may be checked out to patrons.

The following limits have been determined:

An established patron may check out a maximum of 35 items.

A limit of ten non-fiction items per subject (items with the same first six call numbers) per card. Biographies are limited to 10 about the same person. Upon approval of the appropriate librarian this limit may be exceeded.

New library patrons may check out 5 items on their first visit.
The librarian reserves the right to place limits on collections as necessary for special events, tours and programs.

Six Inter-Library Loan books can be checked out on a card at any time.

Ten videos, audio’s, CDs, and DVD’s per card regardless of classification. DVD sets may be counted as one checkout item.

Ten graphic novels per card.

Loan Periods
To provide equal access to all patrons the library will determine loan period.

Books, Magazines, and Compact Discs are checked out for 21 days.

DVD’s are checked out for seven days.

ILL items are checked out for 21 days with no renewals.

Reference materials do not circulate.

Renewal of Materials
Library patrons are permitted to renew most items up to four additional loan periods.

There is no limit on the number of items that may be renewed.

Items may be renewed in person, on-line and by telephone.

There are certain circumstances when an item may not be renewed.
These are:
The item has already been renewed 4 times.

The item is on hold for another patron.

The item is from Interlibrary Loan.

The item is currently overdue.

The patron account must be in good standing to renew library materials.

Overdue Materials and Fines

To ensure the prompt return of materials, the Peoria Public Library provides patrons with a printed receipt at the time of check out listing the items and their due dates. Fines are assessed for all late materials. Fines on books, CD’s and periodicals are $.20 per day, Interlibrary loan materials are $.50 per day and DVD’s are $1.00 per day.

As a courtesy, overdue notices are sent out by post mail and e-mail. Not receiving an overdue notice does not negate the borrower's responsibility to return items to the library on time.

The maximum late fee per item is $5.00, except for DVD’s, which is $7.00.

If a fine/fee is $10.00 or more it must be paid at the time of check out. Once payment is collected, check out privileges will be restored. There are no refunds for fines and fees paid.

Patron accounts must be in good standing in order to utilize the services offered through Inter-Library Loan.

Holds and Inter-Library Loan materials that are not checked-out/picked up after notification (4 days) will be cancelled and assessed a $1.00 fine per item. The materials must be checked out on the patron’s card who placed the hold or Inter-library Loan request.

Use of Collection Agency

Peoria Public Library utilizes the services of a collection agency to retrieve seriously overdue items. By using a collection agency, the library is ensured that every possible means has been applied to obtain either financial compensation for the material/fines or the return of the items.

The collection agency is used when items are 60 days overdue.

An overdue notice is sent out to the last known address prior to the account being sent to collection.

A library patron, parent or guardian is responsible for not only the cost of the returned items, but also any additional charges as defined by City ordinance once an account has been referred to the collection agency. Account balance may be adjusted by the return of outstanding materials; however, other fees and charges are non-negotiable. This includes a $5.00 processing fee.

Borrowing privileges will be suspended until the collection debt has been fully satisfied.

Lost/Damaged Materials

Patrons must pay for library materials that are either lost or damaged.

The total charge for the lost or damaged item is the cost of the item plus a $5.00 processing fee. The processing fee for damaged periodicals is reduced to $1.00.

The processing fee reflects the library’s cost for processing and cataloging the new item.

A library staff member will assess damage to materials. Items deemed damaged beyond repair must be paid in full, and will then become the property of the patron. The library is not able to accept replacements for lost or damaged materials. Refunds will not be given for lost items once they have been paid for.

Disputed items may be placed into Claims Returned status to provide patrons with adequate time to search for the materials.

Partially Returned Items

Any library material returned with the wrong item or returned with an item missing will not be checked-in until the patron has returned the proper item or brought in the missing item. Overdue fines will accrue until the items are returned.

If the proper material is not returned the patron will be charged for the entire cost of the item plus processing.

Holds

Patrons may place holds on any item that is currently checked out, on order, just received or in processing.

An item may not be renewed if a hold has been placed against it.

An item belonging to another Peoria branch may be placed on hold. The item will be sent to the requesting library if it can be located. If the item can not be located, the first available copy will be held for the patron.

Patrons are notified by phone when an item is in. They may also access their library account on-line to verify status of materials placed on hold. The item will be held for four days. Due to the high patron demand on materials, extensions to the four days are not permitted.

If the item is not picked up within four days it will go on to the next patron on the holds list or be returned to the shelf and a fine of $1.00 will be assessed.

Patrons are limited to 10 holds per card.

Holds should not be placed on items with a status of available unless you will be picking it up at the other library (transit).

Confidentiality

Pursuant to Arizona Law (ARS 41-1354) Peoria Public Library shall not disclose any record or information that identifies a user of library services.

Noise Level within the Library

Due to patrons working within the library, noise levels must be kept at a minimum in order to provide the best environment possible for patrons working and studying.

Cash Handling

The cash register is maintained in order to provide change for patrons paying library fines and fees.

The cash register is only used to give change for patrons who are making a payment on their account or purchases. The register may not be used for making change for other purposes.

The library accepts cash, debit or credit (Visa or Mastercard) for payments.

Collection Development Policy

Purpose:
The mission of the Peoria Public Library is “to develop the library as an informational and cultural center for the community, in order to promote and provide access to a wide range of quality library services and materials, in response to the expressed needs of the citizens of Peoria, Arizona.”

The purpose of this policy is to provide guidance for staff in collection management and to inform the public of the principles upon which the library makes decisions regarding the selection and maintenance of the collection.

Authority and Responsibility
The Library Manager may delegate authority for selection of materials to selection team staff. Other staff members may help in the selection process. Selection of library materials follows a system-wide approach, allowing for the most effective and efficient use of staff time and funds.

Selection Criteria
In general, materials are selected to support the mission stated above. Materials are considered according to the following guidelines:

General Criteria

Suitability, effectiveness, and durability of physical format
Present and potential relevance to identified community needs
Suitability of subject and style for the intended user community served
Literary, artistic, and/or technical values
Relationship to other materials already in the collection
Reputation and/or significance of the sources, as well as skill and purpose
Critical reviews and/or public expression
Availability in other libraries
Price
Judgment of the work as a whole
Representation of important movement, genre, trend, or national culture

Selection aids may include

Reviews in professionally recognized periodicals and journals as a primary source for selection (see Appendix A for representative titles)
Standard bibliographies
Lists by recognized authorities
Advice of competent people in specific subject areas
User requests—all requests from users for specific titles or subjects will be considered. Whenever there is enough demand or interest in an item or a subject, an item with unfavorable reviews may be acquired unless it comes under the Supreme Court’s definition of obscenity.

Collection Goals
Materials are selected to:

Provide a collection that is responsive to, and meets the demands/needs of, the community and library users
Support the democratic process by providing materials in a balanced collection, for the education and enlightenment of the community.

Collections of materials in the library are selected with these goals in mind. Specific guidelines for collections are set forth in Appendix A. Included are the general statements of type of materials selected, appropriate age levels, formats, and considerations unique to the specific collection.

Limitations and Priorities

Controversial issues
The collection will represent all points of view relating to a variety of problems and issues. It is the responsibility of the parent(s) to monitor the materials that their children use and to select material appropriate to the children’s age, maturity, or reading level.
Sex and Morality
Selection will be based on the work in its entirety and not on the presence of words, phrases, or situations which in isolation might be objectionable. Works that have writings or illustrations to appeal to the prurient interest will be avoided.
Politics and Religion
Selection will be aimed at providing a collection that is representative of modern politics and global government. Basic documents of materials on the major religions of the world and areas of the world will be selected. Materials representative of various denominations, works of religious leaders, non-sectarian, expository materials, and reference materials will be included.
Occult and related subjects
Materials on astrology, numerology, witchcraft, and other related subjects will be selected to meet public demand and will be limited to the best, most reasonably presented.
Medicine and Law
In general, only materials of broad medical and legal interest (conveyed in lay terms) will be included in the collection. Medical and health materials may relate to common conditions, diseases, and traditional as well as alternative treatments. Law dictionaries, tax information, and materials pertaining to various facets of consumer legal interest (e.g., business, family, estate, tax law) will be included. Additionally, information about cases of contemporary or historical interest and/or significance may be chosen for the collection.

The Peoria Public Library endorses the Library Bill of Rights (see Appendix B), as adopted by the American Library Association, amended 1996.

Gifts/Donated Materials

Gifts to the library will be judged on the same criteria as purchased material. Gifts added to the collection will be assigned an estimated replacement value. Please see separate “Donated Materials” policy for more information.

Evaluation and Assessment

The collection will be continually evaluated in order to ensure that the library is fulfilling its mission. Statistical tools such as circulation reports, collection turnover rates, fill rates, reference fill rate, shelf allotments, and volume counts will be studied to determine how the collection is being used and how it should change in relation to usage. The library’s holdings will be checked against standard bibliographic tools, such as catalogs and lists, to ensure that recommended materials are being purchased for the library. Collection materials will be evaluated for their physical condition and use frequency. User input and community surveys may also be used to assess the collection. Through ongoing quantitative and qualitative methods, staff members will monitor the collection to see whether or not it continues to serve the needs and desire of the public.

Collection Maintenance (“Weeding” or De-selection)

The Peoria Public Library System will maintain an ongoing weeding (or de-selection) program in order to make a conscientious and organized effort to maintain a collection that continues to support the mission. As materials become dated, damaged, or lost, the appropriate staff member will use the following de-selection guidelines to determine whether an item should be replaced:

Item availability and condition
Historical value
Another item or format might better serve the purpose
There remains sufficient need to replace that item
Updated, newer, or revised materials to better replace a given item
Another agency could better provide that or a comparable item
Extra copies are being used
Appropriateness for collection—secondary to community standards

Reconsideration of Materials

The policy statement “Reconsideration of Library Materials” deals with the procedures that the library will follow when presented with a request to reconsider materials, which have been found to be objectionable.

Cataloging and Classification

Each item in the collection will be attached to the online catalog via a MARC record. Items considered “ephemera” will not be cataloged, but will be maintained as individual components of a pamphlet file. A cataloged item will either be copy cataloged (when a suitable record is available already) or originally cataloged by library cataloging personnel or designated outsourcing vendors.
The Peoria Public Library bases it procedures for original cataloging of all items on the most recent edition of the Anglo-American Cataloging Rules. (AAC2R)—for bibliographic description— the most recent edition of the Library of Congress Subject Headings (LCSH)—for subject classification—while deriving the non-fiction class number from the most recent edition of the Dewey Decimal Classification.
Fiction materials will follow the above guidelines, except that there will not be a class number. The item will be identified for accessibility by the main entry.

Appendix A
Selection Guidelines
Popular materials and fiction: Titles of current interest and demand, which meet the general guidelines for selection, will be a priority. Some fiction and popular reading which is below the library’s quality standards may be selected to satisfy popular demand. Multiple copies will be acquired when 1) high demand is expressed or anticipated, 2) a title is of local interest and may go out of print, or 3) a title is the definitive title on a particular subject. The library will attempt to keep its holds per copy at 2 to 1 by acquiring additional copies through the leasing program.

Nonfiction: Highly specialized and esoteric materials are not normally acquired. The collection is intended to yield information useful for basic research in most fields of knowledge and not intended for in-depth research or scholarly work. It includes basic works in major fields of knowledge and is intended to reflect the interests of its users. Materials that meet the de-selection criteria will not be acquired unless they meet a specific continuing need that can not be covered by new materials. I.e., class assignments.
Paperbacks: Paperbacks will be selected to meet the demand for popular materials, easy portability, inexpensive reading material, duplicate copies of popular hardcover titles, and additional copies of materials for school reading lists.
Non-English Language: The non-English language collection serves students and native speakers of non-English languages. This collection will contain titles for recreational reading, informational resources, and titles that increase fluency of languages. English works translated into other languages, and works in native languages will be included. This collection will include all age and reading levels.
Children: The children’s collection will contain picture books, beginning-to-read titles, fiction, nonfiction, audio-visual, magazines, and non-English language materials written for reading levels up to 6th grade.
Young Adults: The young adult collection will comprise fiction written for reading levels 7th-12th grades. There will not be a separate YA non-fiction collection. Materials appropriate for Young Adults will be part of the Adult non-fiction collection
Reference: The reference collection will include materials to fulfill the daily informational needs of the user. Virtually any item in the collection may be designated reference if staff members judge that it is desirable to have the item consistently available. Some titles may be included in both circulating and reference collections.
Large Print: The large print collection will include fiction as well as nonfiction titles of current or recent interest.
Parent/Teacher: The parent/teacher collection will provide materials about parenting, child development, reading, and other areas specific to the educational and recreational needs of young children.
Visual Materials: The visual materials collection will include feature, informational, how-to, and children’s videos. The library will purchase public performance rights when available. Feature films rated PG-13 or R will be selected based on individual merit using the selection criteria previously indicated. Dubbed materials are preferred over those that are subtitled. The library will purchase highly recommended and award winning films that are not rated. The library will not assign a rating unless a rating is given on the item itself.
Music: The music collection will include items for children, young adults and adults. A core collection of musical works including classical, jazz, movie/TV, rhythm and blues, and popular items will be selected. Additional items will be selected to meet popular demand.
Audio Materials: The Audio Materials collection (CDs) will represent popular reading materials, both fiction and nonfiction. Unabridged formats are preferred over abridged formats, unless abridged titles are the only available format.
Newspapers: The newspaper collection will include titles of both local and national interest. When publications are similar in coverage, staff may evaluate and select the title that best represents the wants of the community.
Magazines: The magazine (or periodical) collection will include titles of both local and broad interest categories. Current issues will be non-circulating. Back issues of selected titles will circulate. Non-circulating titles will be kept on back file for periods of time as determined by library staff members.
Electronic Resources: The electronic resources collection will include informational databases. Internet access will not be part of this policy. Information databases will be purchased using the same guidelines as reference materials.
Local History: The library will acquire materials relating to local and state history that meet the library’s basic selection standards. All materials on the history, description, and development of the City of Peoria (AZ) will be collected. Some background materials of the surrounding areas may be included, particularly those covering localities and events closely related to the initial development of Peoria.

Representative Selection Aids
Current source lists

Books in Print, Amazon.com, etc.
Vendor inventory lists

Advertising, catalogs, promotional materials

Recommended titles, core lists, subject bibliographies

Recommended or “best book” lists
Award winners
Subject bibliographies from various sources: encyclopedia articles, bibliographic databases, class reading lists, etc.

Cardholder suggestions

Reviewing sources:
Professional journals such as: Booklist, New York Times Book Review, Publisher’s Weekly, Library Journal, Bulletin of the Center for Children’s Books, Horn Book, School Library Journal, KLIATT, VOYA, Science Books & Films, & online reviewing sources
Bookstores
Librarians and other libraries’ collections
Availability from established vendors

Appendix B
Library Bill of Rights
The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community that the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.
Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.
Libraries should cooperate with all people and groups concerned with resisting abridgment of free expression and free access to ideas.
An individual’s right to use a library should not be denied or abridged because of origin, age, background, or views.
Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.
Source: American Library Association,
www.ala.org/work/freedom/lbr.html

Appendix C
Reconsideration of Library Materials
Peoria Public Library recognizes that the community comprises people of different cultures, backgrounds, moral convictions, and philosophies. The library also recognizes that materials acquired for the library do not always meet the needs of the community. As such, a process to reconsider materials is provided.

Any user who wishes to have a title reconsidered for inclusion in the collection, regardless of format, may request the form “Request for Reconsideration” (see sample attached) available at all public service desks throughout the system. Users provide personal information, such as name, address, and phone #; specific information about the material, such as title, author, and format; and information regarding what s/he found objectionable. Users are requested to be as specific as possible. Only one title may be included on any form, unless the title is part of a set.

These requests will then be sent to the Collection Development Librarian who selects 3 librarians to serve as a review committee. Each librarian will be required to review the material being questioned. The committee members will meet and present their findings to the Library Manager and the Library Management Group, who will inform (or delegate another staff member to inform) the user of the committee’s decision.

Interlibrary Loan(ILL)Policy

Purpose:
The mission of the Peoria Public Library is “to develop the library as an informational and cultural center for the community, in order to promote and provide access to a wide range of quality library services and materials, in response to the expressed needs of the citizens of Peoria, Arizona. The goal of providing the Interlibrary Loan service is to provide library users with materials, which are unavailable in the Peoria Public Library. Photocopies of magazine articles and other materials can also be acquired. The conditions of this service are set by the National Interlibrary Loan Code, 1980 (adopted by the American Library Association) and by the regulations of individual lending libraries.

Who May Use Interlibrary Loan
Anyone registered and in good standing (no outstanding fines/fees) with the Peoria Public Library may use ILL, which includes patrons, volunteers, and staff members.

Materials Available
Books and newspaper articles can be borrowed. Photocopies of non-circulating materials, primarily periodicals, can be requested in accordance with the copyright law. Items owned but missing from the library can be requested through ILL.

Materials Not Eligible for ILL
The following types of materials are not normally requested: books owned by this library and temporarily in use; new books published six months or earlier; recent, newspapers; materials for class or group use; bulky or fragile items; reference books; rare or valuable material such as manuscripts; microfilm, a-v materials; and some genealogical materials.

How ILL Works
All requests must be submitted in writing on forms supplied by the ILL staff. Ask for these forms at a reference desk. For speedy service, accurate and complete citations should be supplied, including author, title and accurate personal information. Library staff check the automated catalog to ensure the library does not own the item. A library user may have6 ILL items on her/his record at any given time.

Time
Plan ahead when requesting materials. The time required for an ILL to arrive depends on various factors, including: the difficulty of the request, how close the lending library is to the Peoria Public Library, whether or not the item is available at the potential lender, and the size of the backlog at the ILL clearing center. A minimum of 3-5 weeks is usually needed to search, process, and receive each request.

Cost
Currently, there is no standard charge for borrowing materials, however, some lenders do impose a fee. Due to photocopy agreements, some photocopies are free of charge, but there is a possibility of a charge from $13.00 and up, for each magazine or newspaper article. Patrons are required to authorize a maximum price that s/he would pay for the loan. “Free” is an option; but this choice may limit the number of potential lenders.

Loan Period
The loan period is determined by the lending library but is usually 3 weeks, beginning when the individual is notified that the item is ready for pick-up. Because Peoria Public Library does not own the items they may not be renewed. If the book is overdue, the fine is 50¢ per day per item, with a maximum of $5.00 per item when returned.

Notification
The patron will be notified when the material arrives and the item(s) can be picked up. If the patron has any overdue books and/or fines/fees outstanding, s/he cannot receive the ILL until the overdues are returned and/or fines/fees paid. If the patron fails to pick up the ILL material a fine will be assessed ($1.00 per item).

Restrictions
Lending libraries determine any special conditions regarding the use of their materials. Limitations such as “Library Use Only” must be honored.

Returning Materials
All materials borrowed through ILL must be returned to the circulation desk. All notices and paperwork must be kept with and returned with the item. When the library is closed, patrons may use book drops. When the library is open, patrons must return the items to the circulation desk. Late return of, or failure to return, the material jeopardizes the ability of this library to continue this very special service.

Lost or Damaged
Items If an ILL item is lost or damaged beyond repair, a fee is levied to the patron. The fee will include a $5.00 service charge plus the cost of the book and must be paid or the patron will be restricted from further library use. The lending library determines replacement cost. In the absence of replacement charge notification by the lending library, the Peoria Public Library default cost will be $55.00 + $5.00 (processing fee) for a total of $60.00 per item.
For more information on Interlibrary Loan please contact us at 623-773-7555.