Circulation policy
Effective date: May 21, 2025
Revised date:
Review schedule: Four years
Next review date: Spring 2029
This policy outlines the borrowing rules and procedures at the Cochrane Public Library. It is intended to ensure fair access to library materials, support responsible use, and protect shared resources.
This policy applies to all members of the library and is designed to be clear, fair, and supportive of a wide range of borrowing needs. Library staff are responsible for interpreting and applying this policy with discretion and flexibility where appropriate.
Loan periods
- The normal loan period for most circulating material is three (3) weeks.
- The loan period for DVDs, video games, magazines, and equipment is one (1) week.
- The loan period for puzzles is six (6) weeks.
- A patron may request an extended loan period, to be granted at the discretion of staff, unless there is another patron on hold for the material in question.
Loan limits
5. Adult, senior, outreach, and non-resident members: up to 15 print items and 4 DVDs or 1 boxed set or 4 video games and one non-traditional item (g. sports equipment, board game, puzzle, create kit).
6. Classroom members: up to 30 print items, otherwise the same as adult members.
7. Child members: up to 5 print items and 2 DVDs or 1 boxed set or 2 video games and one non-traditional item.
Borrowing restrictions
8. Reference materials and periodicals are non-circulating.
9. Unique, fragile, and archival material is restricted to in-house use only under the supervision of a staff member.
10. In keeping with the Ontario Library Association’s position, there are no restrictions on the material borrowed by children, besides those outlined above. Library staff can advise children on reading interests, however, the material selected by the child is the responsibility of the parent or guardian.
Holds
11. Library materials not available on the shelves may be placed on hold at the circulation desk, by phone, or online via the library’s online catalogue. Holds will remain in place for six (6) months and may be renewed.
12. When the held item becomes available the member will be notified, and the item will be kept for the member at the circulation desk for seven (7) days. If the item is not picked up, a reminder notification will be issued, and the material will be held for an additional two (2) days, after which the material will be returned to the shelf or checked out to the next member on the hold list.
Renewals
13. In most circumstances, library materials may be renewed for up to three (3) loan periods. Two (2) renewals by telephone or email are permitted, and the third renewal must be done in person.
14. Materials that are on hold for another patron may not be renewed.
15. Interlibrary loan renewals may be granted subject to the loaning library’s discretion.
16. Sports equipment and Ontario Parks Passes may not be renewed, except as outlined below.
Equipment loans
17. Equipment sets, including skis, snowshoes, fishing gear, and Ontario Parks passes, can be checked out by any adult member in good standing. Members who are 17 and under must be accompanied by a parent or guardian. The member must sign the Equipment Lending Agreement at the time the equipment is borrowed.
18. Equipment sets must be handed directly to library staff when returned. If any equipment is returned and left unattended, a $20 fine will be charged for unnecessary risk to the equipment.
19. Equipment must be brought to the library for renewal. If there is no hold for the equipment, the member may check it out again after a staff member has completed the full check-in process.
20. The overdue fine for equipment is $5 per item per day, with a maximum fee of $25 per item. If equipment is not returned by seven (7) days past the due date, it will be considered lost, and the member will be billed the full replacement value for the equipment and packaging. If the equipment is then returned in good condition, the replacement bill will be waived and the overdue bill will be reinstated.
21. If the equipment is returned damaged, the member will be charged the full replacement value for the equipment and packaging.
Interlibrary Loans (ILLs)
22. Materials not available at the Cochrane Public Library may be requested through Interlibrary loan (ILL), which is available to all current members in good standing. There is no charge for this service unless specified by the lending library.
23. The following materials cannot be requested through ILL: reference material, local history, microfilm, and microfiche. Only select libraries lend DVDs, audiobooks, and new materials.
24. The Cochrane Public Library does not lend the following materials: items newer than a year, reference materials, DVDs, video games, local history, archives, or non-traditional materials.
Outreach delivery
25. Outreach service is available within the urban limits of Cochrane. Material is delivered to and picked up from members who are otherwise unable to access library services, subject to volunteer availability.
Overdue materials
26. With the exception of equipment, the library does not issue fines for overdue materials.
27. Notices of overdue materials are sent automatically by email, should an address be on file. Staff will also make telephone calls to advise members of overdue materials, where possible.
28. If, after two notifications of overdue materials are made, materials are still not renewed or returned, the materials will be presumed lost, and a notice will be mailed to the member.
Lost or damaged materials
29. A member who loses or damages library materials is required to pay for the cost of replacing that material. Charges for lost or damaged materials will be assessed by the CEO or the Assistant to the CEO and will be based on the replacement cost of the material.
30. Once a member has accrued $10 in charges for lost or damaged materials ($5 for a child), a suspension will automatically be put on their card. Upon full resolution of the charged – be it by payment in full or by return of the materials in good condition – the suspension will be removed from the member’s account.
