Circulation

Issuance of Library Cards
Application for a new library card may be made at any public service desk of the Ann Arbor District Library.

The Ann Arbor District Library issues resident and non-resident library cards to patrons regardless of age.

Persons Under 18 Years of Age
Must have application signed by parent or an adult acting ‘in loco parentis’ for the minor.

A library card may be issued to anyone (babies included) regardless of age.

The person who signs the library card application for a child under the age of 18 years is responsible for any outstanding fines, bills or overdue material on the child's library card.

Individual Library Cards Issued for no fee
To borrow materials from the Library without paying the non-resident fee, users will be required to prove they qualify for one of the categories listed below. Procedures for such proof are developed by the Circulation Department and approved by the Director.

Residents
Patrons who live within the Ann Arbor District Library boundaries are eligible for a library card for no fee.

Non-Resident Property Owners or Renters
Property owners or renters (and their families) who do not reside within the Ann Arbor District Library boundaries, but who own or rent property within the Ann Arbor District Library boundaries, are eligible for a library card for no fee.

Families include persons living at the same address.

Resident Business Library Cards
Businesses or non-profit organizations located within the Ann Arbor District Library boundaries are eligible for library cards for no fee. Any W-2 employee of such a business or non-profit organization may use the resident business library card for no fee.

Non-Resident Retired Employee
A retired employee of the Ann Arbor District Library or its predecessor the Ann Arbor Public Library, as verified by the District Library's Human Resources office, is eligible for a library card for no fee. ("Retiree" includes all former W-2 employees of the Library as defined in this section who did not separate from employment with the Library prior to retirement.)

K-12 Instructional Staff and Students
Non-resident instructional staff and students of State approved schools serving students in grades K-12 located within Ann Arbor District Library boundaries are eligible for a library card for no fee.

Washtenaw Library for the Blind and Physically Disabled @ AADL Patrons and their Families
The fee for a non-resident card will be waived for individual non-residents who qualify for services through the Washtenaw Library for the Blind and Physically Disabled @ AADL and their families. All circulation policies will apply to this non-resident card including, but not limited to, issuance of cards, collection of fines, circulation of materials, renewal of materials, and lost materials.

Families include persons living at the same address.

Tutor Cards
Any non-resident tutor who brings a letter from a licensed non-profit tutoring organization may be issued a library card for no fee.

Temporary Residents
Residents who are living at hotels, shelters, or other residences within the Ann Arbor District Library boundaries and/or are waiting until new homes in the Ann Arbor District Library boundaries are ready for occupancy are eligible for a temporary library card for no fee.

Hospitalized Individuals
Individuals hospitalized in facilities within the Ann Arbor District Library boundaries are eligible for a temporary library card for no fee.

Library Cards for a fee
A person or business that does not qualify for a no fee library card under Section 3.1B of this policy is eligible for a non-resident library card. Procedures for library card application are developed by the Circulation Department and approved by the Director.

The fee for a non-resident library card is $150.00 per year for an individual card or for all cards issued to people living or employees working at the same address.

Quarterly payment of $37.50 is the minimum that will be accepted. Cards issued with quarterly payment will expire at the end of the paid current quarter.

Upon request, a portion of the fee ($150.00) for an annual non-resident library card will be refunded prorated on a quarterly basis for any unexpired quarter.

MILibraryCard
The Ann Arbor District Library does not participate in the MILibraryCard program.

Homebound Patrons
Any resident of the Ann Arbor District Library boundaries who is temporarily or permanently homebound is eligible to request Homebound Service.

Privacy of Patron Records

Michigan Library Privacy Act (MLPA)
The MLPA (MCL 397.601 et seq.) Section 3 provides:

"Unless ordered by a court after giving the affected library notice of the request and an opportunity to be heard thereon, a library or an employee or agent of the library shall not release or disclose a library record or portion of a library record to any person without the written consent of the person liable for payment for or return of the materials identified in that library record."

Confidentiality of Library Record
Absent a court order, documents, records or other information retained by the Ann Arbor District Library that personally identifies a library patron, including the patron’s name, address, or telephone number, or that identifies a person as having requested or obtained specific materials from a library (“Library Record”) may only be disclosed or released by the Library to the patron or to another person with the written consent of the patron or a person designated in writing by person liable for payment for or return of the materials identified in that library record. A patron may request information about his/her library card record over the telephone. (S)/he must provide his/her borrower ID number or identifying information. Access by other individuals is allowed only with the written permission of that patron.

A Library Record is not subject to disclosure under the Michigan Freedom of Information Act.

Transactions cannot be transferred from one patron record to another, including fines or fees.

A patron's record is not to be used to determine residency for anyone else.

Materials cannot be checked out to a patron without that patron's permission; possession of another patron's library card or valid picture I.D. implies permission to use the card. Patrons may designate another person to pick up material ‘on hold’ provided the material is checked out to the requesting patron.

Patrons may opt in to a checkout history service. Access to the history will be online only. Staff will not be able to retrieve or reproduce the reading histories.

Renewal of Library Card
A patron may renew his/her library card by appearing in person at any public service desk of the Ann Arbor District Library and complying with the renewal procedure.

Circulation of Material
Materials are circulated to patrons of the Ann Arbor District Library who have been issued library cards. The patron's card must be current and have no delinquencies which would stop checkout of Library materials.

Reference Materials
Reference materials do not circulate to staff members or patrons without permission from a department manager or supervisor.

Stolen Items
Library materials stolen from a patron remain the responsibility of the patron. A receipt may be offered to the patron for insurance purposes.

Claims Returned
The Library allows the use of the “claims returned” function to clear disputed items from a patron’s record. A patron account may have a maximum of 5 “claims returned” items that have not been found and cleared. The “claims returned” function absolves the patron of responsibility for the item including responsibility for the replacement cost if the item is never found. Once the patron has been billed for an item and the item status is “billed”, the “claims returned” function may not be used for that item.

Refunds for “Lost” or “Billed” Materials
A patron may receive a refund for payment of a “lost” or “billed” item that is returned within three (3) months after being designated as “lost” or “billed” by the Library. The item being returned must be in library condition, as determined by a Circulation Supervisor. The amount of the refund will be the amount paid for the item minus the maximum overdue fine.

Renewal of Materials
Eligible Library materials checked out Downtown or at the Branch Libraries may be renewed at any public service desk.

Return of Materials
Library materials may be returned to any Ann Arbor District Library location.

Payment Policy
Borrowing privileges under an individual’s library card will be suspended once the amount owed on the card exceeds $10. Partial payments will be accepted.

Fines
Library Administration is authorized to develop operational policies to discourage the careless or malicious damage or destruction of Library materials, and to encourage the timely return of materials on loan.

Financial penalties included in this policy or any procedures developed by the Library and approved by the Library Director should not exceed the cost of replacing or repairing the damaged or overdue materials.

Neither this policy nor any procedures developed by the Library to implement it should be construed as abrogation of the right to prefer legal charges against individuals perpetuating acts of vandalism or theft.

Fines are calculated from the date due.

Fines cannot be collected before an item is returned or renewed.

Materials: Video and Tools
Daily Fine: $1.00
Maximum Fine: $10.00

All other materials:
Daily Fine: $0.25
Maximum Fine: $10.00

Collection of Fines, Fees, Replacement Charges
Patron accounts will be sent to a commercial collection agency designated by the Ann Arbor District Library for collection when there is an unpaid balance of $40.00 or more of fines, fees, and/or replacement charges.

Policy adopted by the Ann Arbor District Library Board December 12, 1995.
Revisions adopted September 15, 1997, March 16, 1998, March 13, 2000, January 9, 2001, October 8, 2001, June 20, 2005, June 19, 2006, January 26, 2009 and February 17, 2014


CONFIDENTIALITY: DISCLOSURE OF PATRON REGISTRATION INFORMATION

It is the policy of the Ann Arbor District Library to preserve the confidentiality of the registration records of its patrons to the fullest extent permitted by law. To that end, the registration records of the Library shall be released or disclosed only as provided herein.

All patron information shall be treated by the staff of the Ann Arbor District Library as confidential, including name, address, phone number, and any other information provided on the patron’s registration form. This policy also prohibits disclosure of whether or not a person has a library card.

  • Registration Records:
  • This policy defines “registration records” as any information gathered from the patron on the library card registration form (name, address, phone number, etc.). This policy does not cover Library circulation records protected by the Michigan Library Privacy Act. For information on nondisclosure of those records, see Policy 3.1F: Privacy of Patron Records.

  • Notification of the Library Director:
  • Any employee of the Ann Arbor District Library who receives a request, or who is served with a subpoena, court order, or other legal process, to release or disclose any registration record shall promptly notify the Library Director.

  • Action by the Library Director:
  • The Library Director, in a timely manner, shall review all requests and orders, consult with the Library’s attorney, as necessary, and respond in an appropriate manner to each such request or court order in accordance with this policy and the Michigan Freedom of Information Act, 1976 District Act 442, MCL 15.231 - 15.246.

  • Requests for Registration Information:
  • The Library Director shall deny, in writing, all requests for the release or disclosure of registration information unless the Library Director has received the written consent to such release or disclosure from the persons identified in the records. Patron registration information is considered by the Library Board to be “information of a personal nature where the public disclosure of the information would constitute a clearly unwarranted invasion of an individual’s privacy” as exempted from disclosure in the Michigan Freedom of Information Act, MCL 15.243 (1).

  • Freedom of Information Act Requests for Registration Information:
  • The Library Director shall deny, in writing, any designated “Freedom of Information Act” request for the release or disclosure of confidential patron registration information. See Policy 3.3: Freedom of Information Act: Denial of Request for Information.

Policy adopted by the Ann Arbor District Library Board December 12, 1995
Revisions adopted February 17, 2014


FREEDOM OF INFORMATION ACT: DENIAL OF REQUEST FOR INFORMATION

You are hereby notified that your request of (date) has been denied because the information requested is exempt from disclosure pursuant to the Freedom of Information Act, MCL 15.243 Sec. 13 (1) (a) which states that “A public body may exempt from disclosure as a public record under this act: Information of a personal nature where the public disclosure of the information would constitute a clearly unwarranted invasion of an individual’s privacy.” The Ann Arbor District Library maintains a policy of confidentiality of library patron records and will not release library patron names, addresses, telephone numbers, or any other personal information, without the permission of the library patron.

Under Michigan law, you may commence an action in the Circuit Court to compel disclosure of public records (Freedom of Information Act, MCL 15.240 Sec. 10). Attached is a copy of the Act for a full explanation of your right to seek judicial review under Section 10.

Policy adopted by the Ann Arbor District Library Board December 12, 1995


REQUESTS FOR ACCESS TO RECORDS FROM THE GENERAL PUBLIC

These regulations and procedures are in compliance with state and federal statutes, including Public Act No. 442 of the Michigan Public Acts of 1976, the “Freedom of Information Act.”

An opportunity to inspect the records of the Ann Arbor District Library and/or receive copies of the records will be provided upon oral or written request from any person or group of persons. Every effort will be expended to provide public access to appropriate records in a manner conducive to good public relations.

Records specifically described in Section 13 of P.A. 442 shall be exempt from disclosure. Such records include, but are not limited to:

  • Information of a personal nature where the public disclosure of the information would constitute a clearly unwarranted invasion of an individual’s privacy.
  • Records or information specifically described and exempted from disclosure by statute.
  • A bid or proposal by a person to enter into a contract or agreement, until the time for the public opening of bids or proposals, or if a public opening is not to be conducted, until the time for the receipt of bids or proposals has expired.
  • Appraisals of real property to be acquired by the public body until (i) an agreement is entered into; or (ii) three years have elapsed since the making of the appraisal, unless litigation relative to the acquisition has not yet terminated.
  • Test questions and answers, scoring keys, and other examination instruments or data used to administer a license, public employment, or academic examination, unless the public interest in disclosure under this act outweighs the public interest in nondisclosure.
  • Medical, counseling, or psychological facts, or evaluations concerning an individual if the individual’s identity would be revealed by a disclosure of those facts or evaluation.
  • Communications and notes within a public body or between public bodies of an advisory nature to the extent that they cover other than purely factual materials and are preliminary to a final agency determination of policy or action. Instances where this exemption shall not apply are specifically described in P.A. 442, Section 13(n).
  • Information the release of which would prevent the public body from complying with the Federal Family Education Rights and Privacy Act of 1974.
  • Information or records subject to the attorney-client privilege, the physician-patient privilege, or the psychologist-patient privilege.

The Director, with advice or legal counsel, has prepared a listing for public use of the most common records which are open to public scrutiny or are exempt from public scrutiny as part of the “Ann Arbor District Library Freedom of Information Act Response to Request for Public Records” form.

Forms

The following forms shall be used to implement requests for disclosure of Library records.

  • Ann Arbor District Library Freedom of Information Act Response to Request for Public Records.
  • Denial of Request Form Letter.
  • Statement of Fees for Freedom of Information Act Requests.

Procedure

All requests to inspect the records of the Ann Arbor District Library shall be made to the central office of the Library at 343 South Fifth Avenue. Whether oral or written, the requests shall be referred on the day received to the Library Director or designee for reply. Pertinent information or correspondence regarding the request shall be included. Requests shall sufficiently describe the record to enable Library officials to identify and find the record. Separate requests shall be made for each record desired and separate forms shall be filed. If a request is made over the phone, the person receiving the request will inform the person making the request of the guidelines for determining charges for providing records. Nothing in this procedure shall imply that routine, day-to-day inquiries to the Library for information must be subject to these procedures.

The Library Director or designee shall maintain a file of requests received, showing the nature and date of the request, and manner and date of final response to the request.

Immediately, but not more than five business days after the request has been made, unless a single extension of not more than ten business days has been issued, a waiver of the time limits has been agreed to in writing by the requesting person, the Library Director or designee shall render one of the following responses:

  • Grant the request.
  • The “Request for Library Records Form” shall be sent to the person who maintains the record requested for response as directed on the form.

  • Issue a written notice using “Denial of Request for Library Records Letter” to the requesting person denying the request.
  • A denial of the request shall be signed by the Library Director or designee and state the reason for the denial, including an explanation of the requesting person’s right to seek judicial review of the decision. Failure to properly respond to the request constitutes a denial and allows the requester to initiate court action to compel disclosure.

  • Grant the request in part and issue a written notice to the requesting person denying the request in part.
  • Material which is partially exempt and partially subject to disclosure shall be separated or deleted and the non-exempt material offered for inspection. A general description of the separated or deleted information shall be provided to the requesting person.

Upon receipt of the request by the person maintaining the requested record the request shall be filled in one or more of the following ways:

  • Providing reasonable opportunity and facilities for inspecting and taking notes from the records for the requesting person. Original records shall not be removed from the area provided for inspection and note taking.
  • Providing copies of the records if so requested. If a fee is charged, the copy of the record shall not be released until the fee has been received or the person making the request demonstrates inability to pay or receipt of public assistance.
  • Honoring requests for records which are issued on a regular basis (such as minutes of Board meetings) on a six-month renewable subscription basis. A listing of the requester’s name, address, record subscribed to, charge, and expiration date of the subscription shall be maintained by the person issuing the record.
  • Determining the actual cost of mailing, duplication, search, and/or compiling the record. No charge for the first $20.00 of a fee may be made to an individual who proves indigence or receipt of public assistance. State guidelines for determining free and reduced cost meals to families shall be used as guidelines to determine indigence. At the discretion of the Director or designee, charges may be waived if providing the service free is in the public interest.

The person filling the request shall compute the charges, collect the funds and deposit the money in the building miscellaneous revolving account.

The individual filing the request shall return the completed appropriate form(s), “Ann Arbor District Library Freedom of Information Act Response to Request for Public Records,” and/or “Statement of Fees for Freedom of Information Act Requests” to the Library Director or designee, indicating their request has been complied with.

Copies of this procedure shall be posted at each office from which records may be requested. (As an option, the Library may also wish to publish them in the Library newsletter).

Policy adopted by the Ann Arbor District Library Board December 12, 1995
Revisions adopted February 17, 2014


EXEMPTION FROM PORTION OF FREEDOM OF INFORMATION ACT

In accordance with an exemption granted by the Freedom of Information Act, MCL 15.243 Sec. 13 (1) (a), the Ann Arbor District Library maintains a policy of confidentiality on individual patron records and will not release library patron names, addresses, telephone numbers or any other information of a personal nature, without the permission of the library patron. Public disclosure of such information would constitute a clearly unwarranted invasion of an individual’s privacy. Internal disclosure of such information for library administrative purposes is permitted.

Requests for such information about individual library patrons will be denied. An Ann Arbor District Library “Freedom of Information Act Denial of Request for Information” standard form will be used when the Library’s denials of such requests are challenged as violations of the Freedom of Information Act. (Denials of FOIA requests must be made in writing and be sent to the requester within five business days after the FOIA request has been made.) Challenges to the Library’s policy on confidentiality of patron records may be made in a Circuit Court as described in the Freedom of Information Act, MCL 15.240 Sec. 10.

Policy adopted by the Ann Arbor District Library Board December 12, 1995