Deerfield Public Library

Circulation Policies
Updated March 18, 2015

Philosophy
Registration
Juvenile Video/DVD and Video Game Policy
Loan Periods and Household Limits
Renewals
Reserves/Holds
Fines and Fees
Guidelines for Determining Damage
Linkin and Interlibrary Loan

I. PHILOSOPHY

The Deerfield Public Library’s mission is to provide its community with open access to the world of information and ideas, encouraging lifelong learning and personal growth in a welcoming environment. Our circulation policies aim to facilitate the mission by outlining guidelines for patron registration and use of library collections.

II. REGISTRATION

Patrons assume full responsibility for the return, damage, fees, or fines for materials loaned under this policy and hold the Deerfield Public Library harmless of any materials.

A.  RESIDENTS AND PROPERTY OWNERS OF INCORPORATED DEERFIELD are taxed for library service on their real estate tax bills. A Deerfield Library Card can be obtained upon display of a valid government-issued photo identification card and proof of current address within incorporated Deerfield. Deerfield resident and property owner library cards expire after three years and must be renewed with presentation of identification and proof of current address.

Children between the ages of 5 and 17 must be accompanied by their parent/legal guardian who shall provide proof of residency and sign the application. The parent/legal guardian will be responsible for any material checked out on the child’s card.

Nannies and Au Pairs who live with a family in incorporated Deerfield may receive a Deerfield Library Card with a picture ID and a caregiving contract that includes proof of the living arrangements in Deerfield.

Temporary cards can be issued to extended-stay residents residing in hotels/motels that are in incorporated Deerfield (currently Residence Inn, Red Roof Inn). Residents must provide written proof from the hotel/motel of an extended stay of at least three months and a valid picture ID.

B.  RESIDENTS OF RIVERWOODS, BANNOCKBURN, OR UNICORPORATED DEERFIELD are not taxed for this service, and may choose to purchase it. State law uses the high school district (District 113 for these areas) to determine the public library from which to obtain a library card. (Deerfield Public Library for most residents of these areas). Purchased card-holders are entitled to the same services as taxed card-holders.

  • The cost of library service for residents outside the boundaries of incorporated Deerfield is determined by the EAV (the equalized assessed value) multiplied by the current tax rate for library service for Deerfield taxpayers. The EAV of the resident’s home and property is approximately 1/3 the real estate value. The cost of library services will be calculated on all taxable parcels included in the non-resident property owner’s principal residence. Residents of Riverwoods, Bannockburn, or unincorporated Deerfield should present a current tax bill. A chart is available in the Patron Services Department to determine the cost of library service.
  • Renewal of purchased library service. By law, purchased cards expire each year and may be reissued in subsequent years. Purchased library cards show the expiration date on the back. Full privileges are given to all members in the household who are five years of age and older. Cards may be used at almost any area library.
  • Illinois State law provides that the annual fee for a Non-resident Renter is 15% of the Renter’s monthly rent.  For verification purposes, the Renter shall provide to the Library a state photo ID along with a copy of the lease proving current residency in the Deerfield Public Library Non-Resident Service Area.
  • Payment for purchased library service may be made in cash, by check, or by credit card.  Cards must be paid for in full at the time of purchase. Additional cards for family members in the same residence may be obtained at no additional charge.

C.  BUSINESS OR COMMERCIAL PROPERTY OWNERS OF INCORPORATED DEERFIELD are taxed for library service on their real estate tax bills, and are therefore eligible for a library card. Additionally, business or commercial renters of incorporated Deerfield are eligible for a library card under the assumption that a portion of any rental payment is utilized by the landlord for the payment of property taxes. A Deerfield Public Library Card can be obtained by a business upon proof of business ownership or commercial rental (i.e. the most current tax bill, a rental or lease agreement, professional license, etc.). Only one card will be issued per business. The business is responsible for any fines and fees associated with, or damage done to Library materials checked out with its card. A business card will be issued for three years.

D.  RECIPROCAL BORROWERS. The Library extends reciprocal services to persons with a valid current library card from another town in Illinois. A current library card in good standing and a valid identification with the person’s current address must be presented to obtain reciprocal borrowing privileges. The Library reserves the right to limit services. Reciprocal Borrower registration expires after one year and must be renewed with presentation of a current library card in good standing and valid identification with the person’s current address.

E.  PATRON ACCOUNT PURGE. The Deerfield Public Library purges inactive patron accounts that have expired and have been inactive for two years.  This purge will also remove billed items that have not been paid for that are on expired patron cards and have been inactive for two years. This purge will happen on an annual basis.

III. JUVENILE VIDEO AND VIDEO GAME POLICY

All Juvenile patrons (under 18 years of age), may borrow Videos and/or Video Game materials upon creation of their account within the Library database. This includes ALL Videos regardless of rating, including those rated G through R by the MPAA, Videos not rated by the MPAA, and Video Games rated E through M by the ESRB.

The child’s parent(s) or legal guardian may opt out of this permission with a signed release form. This release form must be signed by the parent or legal guardian in person, in the Library, with identity verification. When signed, the form prevents juvenile users from borrowing ANY Library Video and Video Game materials, regardless of rating. This will not restrict online videos through virtual library services.

Parents and legal guardians assume full responsibility for the return, damage, fees, or fines for materials loaned under this policy.

IV. LOAN PERIODS AND LIMITS

All loan periods, fees, and fines apply equally to Deerfield Public Library card holders and to Reciprocal Borrowers.

STANDARD LOANS

A.  3-day Loan

  • Adult Feature Films-any format                                                   Limit 10*

B.  7-day Loan

  • New 7-day books (Lucky Duck)                                                    Limit 3*
  • Magazines                                                                                         No Limit
  • Music CDs                                                                                         No Limit
  • Family Films and Adult Non-fiction Films                                Limit 10*
  • Video Games                                                                                    Limit 4*

C.  14-day Loan

  • TV Shows                                                                                          Limit 10*

D.  21-day Loan

  • All other books                                                                                No Limit
  • Audio Books on CD, Playaway                                                     No Limit

*Videos – limit 10 total of any combination of loan periods, format, or movie type.

SPECIAL LOANS

A.  6-week Vacation Loan (available upon request) – reverts to standard loan period if renewed

  • Regular Print Books (upon request)                                           No Limit
  • Book Group Collection                                                                  No Limit
  • Interlibrary Loan Book Discussion                                             renewable with lending library approval
  • Music CDs (upon request) reverts to 7-day loan if renewed  No Limit
  • Audio Books on CD (upon request)                                             No Limit
  • Playaway Audio Books (upon request)                                       No Limit

B.  E-Media Downloads

The Deerfield Public Library offers electronic media for download to Deerfield Public Library Cardholders. Electronic Materials may be checked out for 7, 14, or 21 days depending on the item and the digital usage rights. Deerfield Library Cardholders may place holds on items that are not currently available. Some electronic media has no loan period and may be checked out indefinitely.

V. RENEWALS

All items (with the exception of New Videos, new 7-day books, Interlibrary Loan, and LINKin) may be renewed twice if not on reserve or under special loan limits. Overdue items may be renewed, provided they are not on reserve or under special loan limits. In the case of renewal of overdue materials, fines will be assigned to the borrower’s library card account from the original due date if renewed.

VI. RESERVES/HOLDS

A.  Deerfield residents: Reserves/holds may be placed in person at any service desk, by telephone, or by accessing the Library Catalog over the Internet with a valid library card. Reserves/holds may be placed on any item except new Videos, and magazines. Items will be held for three days from the time the items becomes available. With the exception of Sundays, holds placed by 3:00 p.m. will be filled that day if the material is available. All other holds will be filled within 24 hours of availability. Patrons will receive confirmation when their hold has been retrieved from the shelf. Holds can only be checked out to the account of the person who has requested the item.

B.  Reciprocal borrowers:  Requests for on-shelf items may be placed in person at any service desk or by telephone. Reciprocal borrowers can request that an available item except new Videos and magazines be held for no longer than three days.  (Reciprocal borrowers are required to register their library cards according to the registration policy in order to borrow materials.)

VII. FINES AND FEES

A. OVERDUE FINES FOR DEERFIELD PUBLIC LIBRARY MATERIALS

$0.20 per Day Late Fee (Maximum fine per item – $5.00)

  • Books
  • Music CDs
  • Audio books on CD, or Playaway
  • Magazines (Maximum fine per item – $2.00)

$1.00 per Day Late Fee (Maximum fine per item – $10.00)

  • Videos
  • Video Games

Deerfield Public Library reserves the right to restrict borrowing privileges if fines accumulate in excess of $10.00 per patron.

The Library does not charge for the use of any materials for any borrowers. See Interlibrary Loan section for fees charged by other libraries for items obtained for Deerfield library cardholders.

B.  LOST ITEMS

A borrower has up to 90 days to search for misplaced items before being required to pay replacement costs. Fees may be paid before the end of the three-month period; however no refunds will be granted for found items. The Library does not accept donations of like items in lieu of payment. All damaged and withdrawn materials remain the property of the library.

C.  PROCESSING FEES FOR LOST OR DAMAGED MATERIALS:

Patrons may be charged for lost items and pieces. In addition, a processing fee will be charged for library staff time spent ordering and processing the replaced item.

Representative Replacement Fees for Damaged or Lost Deerfield Public Library Materials:

  • Processing fees for all items declared lost                                 $5.00
  • Single audio book CD                                                                    $10.00
  • Playaway/Audiobook/Game/Video Case                                  $5.00
  • CD Case                                                                                             $3.00
  • Playaway Battery Cover                                                                 $3.00
  • Video Game Instruction Booklet                                                 $5.00
  • Magazine                                                                                          $5.00
  • Juvenile Kit Bag                                                                              $5.00
  • Print books, audio books, other sound recordings, Video and video games: Replacement cost + variable processing fees of not more than $5.00 per item

VIII. GUIDELINES FOR DETERMINING DAMAGE

The Deerfield Public Library understands that books and media experience normal wear and tear as they are used. The Library balances normal wear and tear against damages that might make the public reluctant to use the material. Usability is one consideration; appearance is another.

These guidelines cover any material that the library checks out to the public.

Fees for damaged materials will be charged when the condition of an item makes it unsuitable to be returned to the collection.

 A.  NORMAL WEAR AND TEAR OR MINOR DAMAGE is to be expected as items circulate.  This includes:

  • Book falling from spine, loose spine, or loose pages
  • Frayed edges
  • Tears on spine channel
  • Magazine back cover or insert missing
  • Torn plastic covers
  • Paper dust jacket torn/marked/missing
  • Plastic jackets torn/marked/missing
  • Occasional torn page

B.  EXAMPLES OF MAJOR DAMAGE that requires withdrawal of materials:

  • Animal teeth or claw marks
  • Liquid damage
  • Pages stuck together
  • Extensive marking/comments
  • Pages marked/burned/missing
  • Swollen/mildewed/odoriferous

C.  EXAMPLES OF ITEMS THAT WOULD BE WITHDRAWN if parts cannot be replaced:

  • Books that are missing accompanying component when those items cannot be replaced. In this case a new item must be purchased, even though the remaining parts are not damaged.
  • Certain audiovisual items that are missing accompanying instruction or informational booklets when those items cannot be replaced and the booklets are needed to maintain the value to the item.

The Library does not accept donations of like items in lieu of purchased replacements.

IX. LINKin

The Deerfield Public Library circulates select materials through the LINKin consortium of libraries. This includes sending materials to other libraries, as well as, receiving materials from other libraries. The Library determines what materials are available to be sent via the LINKin system. The Library will only lend materials that are at least six months old.

A.  GENERAL RULES

  • A patron must have a current, valid Deerfield Public Library card with accumulated charges of no more than $10.00 on the card.
  • The LINKin consortium limits patrons to 25 items total at any time. This includes materials checked out, on hold, and in transit back to the owning Library.
  • The Deerfield Public Library lends print books, audio books, videos, music CDs, and Playaways through the LINKin system. The Library does not currently lend Blu-ray discs but reserves the right to do so at a future date.

B. LOAN PERIODS AND LIMITS

     i.  7-Day loan

  • Videos

    ii.  28-Day loan

  • Printed Books
  • Music CDs
  • Audio Books on CD
  • Playaway Audio Books

C. RENEWALS

  • All items (with the exception of Videos) may be renewed once for two weeks if not on reserve or under special loan limits.
  • Videos may be renewed for one week.
  • Overdue items may be renewed provided they are not on reserve or under special loan limits.
  • In the case of renewal of overdue materials, fines will be assigned to the borrower’s library card account from the original due date if renewed.

D. FINES AND FEES

      i.  Overdue Fines and Fees

  • $0.20 per day (Maximum fine per item – $5.00)
    • Books
    • Audio Books,Playaways)
    • Music CDs
  • $1.00 per day (Maximum fine per item – $10.00)
    • Videos

    ii.  Fines and Fees for lost or damaged materials are determined by the lending library.

 X. Interlibrary Loan (ILL)

BORROWING FROM OUTSIDE LIBRARIES
A. GENERAL RULES
The Library provides Interlibrary Loan service to Deerfield Public Library cardholders when materials cannot be obtained from the Library collection or the LINKin consortium.

Materials requested through ILL may take 1-3 weeks from the time the request was submitted to the date it arrives at the Library. Items in high demand and those requested from outside of Illinois may take longer.

Many University libraries and libraries outside of Illinois charge a lending fee. Every effort will be made to obtain requested items at no cost. In the event an item cannot be obtained for free, the patron will be notified of the option to pay the lending fee.

All ILL items borrowed through the Deerfield Public Library must be returned to the Deerfield Public Library.

  • The Library will only request materials that are at least six months old.
  • The Library will only request materials within the 48 contiguous states.
  • The Library will not request video games, Blu-ray discs, periodicals, reference materials, or computer software.
  • The Library will not request multiple copies of the same title for the same person.
  • DVDs and CDs will be requested from Illinois Public libraries only.
  • A limit of 10 items can be in process and checked out per patron at any given time.

BLOAN PERIODS AND LIMITS

A patron must have a current, valid Deerfield Public Library card with accumulated charges of no more than $10.00.

i.  7-day Loan

  • DVDs

ii. 21-day Loan

  • Books
  • Audio Books and Playaways
  • Music CDs

Photocopy requests follow current copyright law.

  • There is no charge for requests of 25 pages or less.
  • A fee of 10 cents will be charged for each page over 25.
  • A fee of 25 cents a page will be charged for color copies.

C. RENEWALS

All renewals are dependent on the lending library’s approval and cannot be guaranteed. You may request a renewal on or before the item’s due date by contacting ILL staff at (847) 530-8932 or through ill@deerfieldlibrary.org. A one week extension will be added to the due date of the item while the request for renewal is pending.

D. FINES AND FEES

      i.  Overdue fines

  • Overdue fines for ILL items match the Deerfield Public Library Circulation Policy fine structure.

     ii. Lost Items

  • A borrower has up to 30 days to search for misplaced items before being required to pay replacement costs. Fees may be paid before the end of the one-month period; however no refunds will be granted for found items. The Library does not accept donations of like items in lieu of payment. All damaged and withdrawn materials remain the property of the library.
  • The lending library will determine fees for any lost or damaged item. Any fees charged to the             Deerfield Public Library by the lending library are passed on to the requesting patron.

LENDING TO OUTSIDE LIBRARIES
A. GENERAL RULES

The Library provides ILL service as a lender to other libraries within the 48 contiguous states.

Time will be added to the checkout period to account for delivery.

DVDs, CDs, and Playaways are loaned only to Illinois Public Libraries.

The Library will not lend video games, Blu-ray discs, periodicals, reference materials, or computer software.

Photocopy requests follow current copyright law.

The Library provides ILL service as a lender to other libraries within the 48 contiguous states.

B. LOAN PERIODS AND LIMITS

The Library will only lend materials that are at least six months old and not designated as new materials.

      i.  7-day Loan:

  • DVDs

     ii.  21-day Loan:

  • Books,
  • Audio Books and Playaways,
  • Music CDs.

C. RENEWALS

The borrowing library may request a renewal through WorldShare or by contacting ILL staff. Renewals will not be granted if a Deerfield Public Library patron has placed a hold on the item. The Library has the right to recall items at any time

D. FINES AND FEES

  • The Library does not charge a fee to lend materials.
  • There is no charge for photocopy requests of 25 pages or less.

      i.  A fee of 10 cents will be charged for each page over 25.

      ii. A fee of 25 cents per page will be charged for color copies.

  • The Library will determine fees for lost or damaged items.