Membership Policy

Purpose

The purpose of the Toronto Public Library (the Library) Membership Policy is to promote universal access to a broad range of human knowledge, experience, information and ideas, and protect intellectual freedom and respect individuals’ right to privacy and choice.

Scope

The policy applies to all library users and outlines conditions for library membership.

For the purpose of this policy, a library member is defined as a person who is registered with the library and is provided access to digital and in-person library services including spaces, collections, staff expertise, programs, technology and specialized services.

Underlying Principles

The Membership Policy is driven by principles as defined in the Library’s Values, Vision and Mission as well as the Library'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), Child, Youth and Family Services Act 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 provides a mechanism for ensuring the fair use and equitable access to in-person and digital library services.

Membership 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.

Specific information about library membership types and condition for use is available on the Library’s website.

1. Library Membership Requirements

   • 1.1 To obtain membership, presentation of name and address identification and disclosure of date of birth and contact information is required. The library may request additional information, which is optional and not required for registration or renewal. Additional documentation may be requested for review to determine eligibility.
   • 1.2 The parent/guardian of a child must present identification to register the child for a library membership and sign the child’s card. If the parent/ guardian is not present, the child will be given a registration form for the parent/guardian to complete and sign.
   • 1.3 Members age thirteen (13) and over must sign the physical card upon registration unless unable to do so.
   • 1.4 Information collected during the registration process is entered into the Library’s member and circulation database, and may be transferred into other Toronto Public Library platforms the member may use. This information is retained subject to the Library’s retention policy as described in Section 8 - Inactive Member Accounts.

2. Membership Age Categories

   • 2.1 A Child is an individual from birth up to and including age twelve (12).
   • 2.2 A Teen is an individual from thirteen (13) years up to and including age seventeen (17).
   • 2.3 An Adult is an individual who is eighteen (18) years old and older.
   • 2.4 All membership types are available to each age category, unless otherwise specified.

3. Membership Types & Eligibility

   • 3.1 Full-Service
     • for persons who live, work, attend school or own property in Toronto, or who live with an immediate family member that owns property in the City of Toronto, or who live on a First Nations Reserve in Ontario
     • requires presentation of valid and current name & address identification in branch, and proof of eligibility (if applicable)
     • provides access to all library services, including digital and physical collections
     • eligible for home library service, persons with disability status, and talking book status
   • 3.2 Access
     • for Toronto residents who do not have a permanent address
     • requires presentation of name identification
     • provides access to all library services, including digital and physical collections
     • provides a borrowing limit of five (5) physical items at a time, some restrictions may apply
     • may be upgraded to a Full-Service membership, requires presentation of valid and current address identification in branch
   • 3.3 Corporate
     • for corporations located in Toronto including businesses, day cares and group homes
     • requires presentation of name identification and proof of corporate address from the individual responsible for the corporate account
     • provides access to the physical collection only
   • 3.4 Digital Access Card
     • for adults and teens who live in Toronto
     • requires name and address information to be fully validated during the online registration process
     • provides access to digital collections and services
     • may be upgraded to a Full-Service membership, requires presentation of valid and current name & address identification in branch
   • 3.5 Non-Resident
     • for persons who do not meet the eligibility requirements for a free library membership
     • requires presentation of valid and current name & address identification
     • provides access to all library services, including digital and physical collections, some restrictions may apply
     • provides borrowing privileges by paying a non-refundable membership fee
     • the non-refundable fee entitles each member of the non-resident household to library membership
     • Non-Resident privileges must be purchased or renewed for a three (3) month or twelve (12) month period at a time by visiting a branch
   • 3.6 Temporary
     • for Toronto residents who have a permanent address but can only provide name identification at the time of registration
     • provides a borrowing limit of one (1) physical item at a time, some restrictions may apply
     • provides limited access to digital collections and services
     • privileges expire at 11:59 pm on the day the card is registered
     • may be upgraded to a Full-Service membership, requires presentation of valid and current name & address identification in branch
   • 3.7 Visitor
     • for persons who do not meet the eligibility requirements for a free library membership and do not wish to pay the Non-Resident membership fee
     • requires presentation of name identification
     • provides access to in-library services only
   • 3.8 Library membership is free of charge. Those who do not meet the eligibility requirements may apply for a membership by paying a non-refundable fee.

4. Conditions and Use

   • 4.1 By signing the card or membership registration form, the signer acknowledges responsibility for the selection, use, and return of all materials borrowed, and for any associated charges that may arise on items that are lost or damaged. The signer agrees to receive communication from the Library including notifications regarding personal borrowing, transaction activities, and service announcements.
   • 4.2 A member must present their library card or present acceptable identification and confirm account information to borrow materials and access collections, services and some programs of the Toronto Public Library.
   • 4.3 Members are entitled to one library card only. Children in a shared custody arrangement may receive two (2) library cards, each signed by one parent or guardian.
   • 4.4 Library privileges apply to individuals only. A library membership may not be shared or transferred.
   • 4.5 Any changes to name and/or address, must be promptly reported at a branch by presenting identification or other relevant documentation to update account information to maintain eligibility. Changes to phone number or email address may be changed online or in branch to maintain accurate and timely communication.
   • 4.6 Loss or theft of a library card must be reported immediately by contacting the Library. Members are responsible for any materials borrowed on their cards until loss or theft is reported.
   • 4.7 Members are responsible for charges that are incurred on their Library account and may be referred to a collection agency if required, as outlined in the Circulation and Collection Use Policy.
   • 4.8 All library members have access to printing and photocopying services, subject to the applicable terms and conditions.
   • 4.9 The library card is the property of the Toronto Public Library Board.

5. Membership Access

   • 5.1 Information about borrowing and account balance will only be shared with the account holder; the parent/guardian of the member who is under sixteen (16) years of age; the individual who has Proxy Access, or the individual with legal authority for the specified member. Access to other types of information, or from individuals not listed above will be processed according to the Access to Information & Protection of Privacy Policy.
   • 5.2 When requests for personal information in the member and circulation databases are received via email or phone, the library card number, name and address will constitute acceptable identification.
   • 5.3 A Personal Identification Number (PIN) or password must be entered by individuals to access their own personal records when using the Library’s online account.

6. Proxy Access

   • 6.1 Members may apply for Proxy Access by completing a consent form available in branch.
   • 6.2 Proxy access allows the authorized individual to borrow items, place holds, and collect materials on behalf of the consenting member. Those with proxy access may view personal information associated with the account but cannot modify proxy settings/privileges or change any personal information.
   • 6.3 Granting proxy access does not exempt the account holder from responsibility for lost or damaged items, replacement fees or other account charges associated with their card.

7. Membership Renewals

   • 7.1 A library membership must be renewed annually with confirmation of relevant information.
   • 7.2 All outstanding charges must be cleared at the time of renewal. Members may renew online or in branch.
   • 7.3 The following membership types are eligible to renew online: Adult and Teen Full-Service, Digital Access Card.

8. Inactive Member Accounts

   • 8.1 Member accounts, including privileges and personal information associated with the account holder are removed from the member and circulation database on an annual basis:
     • when the last registered use of the library account is more than two years and the total balance owing is less than or equal to $100.00
     • when the last registered use of the library account is more than five years and the total balance owing is greater than $100.00

9. Member Credit Balances

   • 9.1 Credit balances in the member and circulation and print & photocopy databases will be purged when the last registered use of the library account is more than two years. Credit balances will be used to offset any outstanding balances owed to the library before purging a member's account. Any additional remaining balance will be non-refundable.

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
• Child, Youth and Family Services Act, 2017, S.O. 2017, Chapter 14, Schedule 1
• 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

• Circulation and Collection Use Policy
• Public Computing and Internet Use Policy
• Rules of Conduct
• Accessibility for Persons with Disabilities Policy
• Access to Information and Protection of Privacy Policy
• Online and Social Media Policy
• Programming Policy
• Intellectual Freedom Statement
• Equity Statement

Contact

• Director, Collections & Membership Services