Circulation and Collection Use Policy

Purpose

The purpose of the Toronto Public Library (the Library) Circulation and Collection Use Policy is to:

• ensure stewardship of materials, which are public assets;
• make materials widely available to the community;
• ensure fair and equitable access;
• maximize use of collections and services;
• facilitate requests for materials; and
• facilitate retrieval of materials

Scope

The policy applies to all library users and it covers activities relating to the use of library collections and services.

Underlying Principles

The Circulation and Collection Use Policy is driven by principles as defined in the Library’s Values, Vision and Mission and in TPL's Equity Statement and Intellectual Freedom Statement.

The policy aligns with relevant government legislation such as Accessibility for Ontarians with Disabilities Act (AODA), Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), and Public Libraries Act.

The Library supports the individual accessibility needs of persons with disabilities and respects the principles of dignity, independence, equal opportunity, and integration.

Policy Statement

The Library determines rules and regulations that protect library collections and services in a manner that is consistent with the principles of financial accountability and the Library’s responsibility to its stakeholders.

Circulation rules and regulations are reviewed on a regular basis to ensure that they are reasonable, effective and in line with large urban North American public library systems.

Loan periods, renewals and borrowing limits vary based on item format, demand, and membership type.

Specific information about borrowing guidelines is available on the Library’s website.

Any additions or changes to fines and fees beyond cost recovery or the rate of inflation and loan period changes will be approved by the Toronto Public Library Board.

1. Checkouts and Returns

   • 1.1 Borrowed materials must be handled with care and returned before or on time to ensure they are available for other members.
   • 1.2 Borrowed materials may be returned to any Toronto Public Library branch. Exceptions may exist for some collections.

2. Loan Period

   • 2.1 Most materials have a standard loan period of three weeks, except for those with designated loan periods.
   • 2.2 An extended loan period is available on request unless there is high demand or limited availability.

3. Renewals

   • 3.1 Most library materials may be renewed if there are copies available to fill existing holds, and if the number of renewals permitted has not been exceeded.

4. Holds

   • 4.1 Most library materials may be reserved unless they are non-holdable or for reference use only.
   • 4.2 A charge is imposed when a hold is filled for an Adult member but not picked up. The following registered members are exempt from holds not picked up charges: Children, Teens, Home Library Service members; Persons with Disabilities Status; Talking Book Status.

5. Limits

   • 5.1 The number of items a member may borrow and place holds on may be limited based on local demand and material supply.
   • 5.2 Offsite access to electronic resources may be restricted based on licensing agreements.
   • 5.3 The Library establishes and regularly reviews, the maximum number of items and allowable holds that may be checked out to a member at any one time.
   • 5.4 The Library reserves the right to implement limits on member accounts.

6. Interlibrary Loan

   • 6.1 Interlibrary loan services are available to full-service members of the Toronto Public Library and to members of other library systems upon request.
   • 6.2 Toronto Public Library does not charge members for interlibrary loan services unless the lending institution imposes a fee. If there is a fee, it will be passed on to the member, who will be informed of the charge beforehand and must consent to pay it.
   • 6.3 A charge is imposed when an interlibrary loan request is filled for an Adult member but not picked up.
   • 6.4 Materials borrowed from other library systems are subject to the lending institution's specified loan conditions.

7. Lost/Damaged Items

   • 7.1 The Library will charge a replacement fee for materials that are long overdue and for lost or damaged items.
   • 7.2 The replacement fee will be the invoiced price or the order price, whichever is greater, or a default cost.
   • 7.3 Replacement in kind or substitution for lost or damaged materials is not accepted.
   • 7.4 In the event of damaged materials, the Library reserves the right to determine the amount of repair or replacement charges.
   • 7.5 The Library reserves the right to retain library materials even in cases where full replacement fee has been paid. If an item that was reported lost and paid for is subsequently found, the replacement fee will be refunded upon presentation of material, within 90 days of original payment. Proof of payment may be required.
   • 7.6 Toronto Public Library is not responsible for damage to any equipment, hardware or software incurred during the playback of any audio and video material.

8. Use of a Collection Agency

   • 8.1 A collection agency will be used to collect long overdue unpaid charges and recover materials from Adult members when the amount exceeds the specified limit.
   • 8.2 An additional non-refundable administrative fee will be charged to those members whose accounts are turned over to a collection agency.
   • 8.3 The following registered members are exempt from being referred to a collection agency: Children, Teens, Home Library Service members; Persons with Disabilities Status; Talking Book Status.

9. Suspension of Library Borrowing Privileges

   • 9.1 Borrowing privileges are suspended in the following cases:
     • prescribed limits to the amount of fines or fees, or charges a member may owe the Library have been exceeded
     • prescribed limits to the number of allowable overdue items have been exceeded
   • 9.2 If these limits are exceeded by a library member, they will be unable to borrow physical materials until their account returns within the acceptable range.
   • 9.3 Borrowing privileges for physical materials are also suspended when a member account is referred to a collection agency. Privileges will be restored once the member resolves their account.
   • 9.4 Library privileges are revoked from members who receive system-wide exclusions of six or 12 months, lasting the duration of their exclusion period.

Accountability

• The Director, Collections & Membership Services is responsible for ensuring the policy is implemented and enforced.
• The Membership and Circulation Services Committee is responsible for recommending policy changes.

Related Legislation

• Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, Chapter 11
• Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, Chapter M.56
• The Public Libraries Act, R.S.O. 1990, c. P.44, Section 23

Related Library Policies and Statements

• Membership Policy
• Accessibility for Persons with Disabilities Policy
• Intellectual Freedom Statement
• Equity Statement

Contact

• Director, Collections & Membership Services