Issuance of Library Cards
Application for a new library card may be made at any circulation 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 applicant's 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.

Resident Library Cards
To borrow from the Library without paying the non-resident fee, a user will be required to prove: residency, property ownership, or employment as instructional staff by the Ann Arbor Public Schools or the Washtenaw Intermediate School District. Procedures for such proof shall be established by the Circulation Department and approved by the Director.

Residents
Patrons who live within the Ann Arbor District Library boundaries may obtain a library card at no charge.

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 at no charge.

Families include immediate family members living at the same address.

Non-Resident Retired Employee
A retired employee of the Ann Arbor District Library or its predecessor Ann Arbor Public Library, as verified by the District Library's Human Resources office, is eligible for a library card at no charge. ("Retiree" includes all former contractual employees, but not those who left the school/library system before retirement.)

Borrowing Privileges for AAPS and WISD Employees
Non-resident instructional staff of the Ann Arbor Public School District and the Washtenaw Intermediate School District is eligible for a library card at no charge.

Non-Resident Library Card
Anyone who lives outside the Ann Arbor District Library boundaries or who does not own or rent property within the Ann Arbor District Library boundaries is considered a non-resident.

The fee for non-resident cards shall be $150.00 per year for an individual card or for all cards issued to a family living 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.

Non-Resident Non-Traditional Families Sharing Living Quarters
Non-married people involved in a committed relationship with each other (and their children, if any) who share living quarters may apply for a non-resident card. Proof of the same residence will suffice.

Non-Resident Student Teachers
Non-resident student teachers are not eligible for a free library card.

Refunds of Non-Resident Fee
Refunds will be given, if requested, prorated on a quarterly basis

Organizational Cards
A business or non-profit organization located within the Ann Arbor District Library boundaries is eligible for a free library card.

Resident Business Library Cards
A business or non-profit organization located within the Ann Arbor District Library boundaries is eligible for a library card at no charge.

Non-Resident Business Library Cards
Businesses which are not located in the Ann Arbor District Library boundaries are eligible for a non-resident library card. Same requirements apply as resident business cards. Membership fee is $150.00 per year per business.

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

Temporary Cards

Temporary Residents (Other Than Shelters)
Residents who are living at hotels or other residences and/or waiting until new homes in the Ann Arbor District Library boundaires are ready for occupancy, are eligible for a free library card.

Temporary Addresses
Residents of all other temporary addresses and shelters are eligible for a free library card.

Hospitalized Individuals
Individuals hospitalized in facilities within the Ann Arbor District Library boundaries may obtain a temporary library card at no charge.

Michicard
The Ann Arbor District Library does not participate in the MichiCard 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
The MLPA (amended 1996, Act 188, Imd. Eff. May 8, 1996) 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."

Patron Confidentiality
Access to a patron's record is permitted only to that patron. Access by other individuals is allowed only with the written permission of that patron.

Transactions cannot be transferred from one patron record to another, including delinquencies. Patron's record is not to be used to determine residency for anyone else.

Parents can only be given a total fine amount on their child's record unless a signed Release of Minor Child's Library Record (RMCLR) is on file. Individuals designated by the RMCLR may be given additional information about a child's record.

Unless designated by a RMCLR, titles cannot be given out to a parent, unless the child is present or verbally gives their approval over the telephone. A printout of the child's record or receipts for lost items which have been paid by the parent must be mailed to the child.

Books cannot be checked out to a patron without that patron's permission; possession of another patron's library card or valid picture id 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.

Ann Arbor District Library staff will have the capability if requested to globally update account information for cards issued on a single address.

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

Phone Request for Patron Library Card Information
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.

A parent may request information about a child's card, but information is limited to fine totals or to the number of overdue items unless there is a signed RMCLR allowing that parent access to the child's library record on file. A printout of the child's complete record may be mailed to the child.

Renewal of Library Card
A patron may renew his/her library card by appearing in person at any circulation 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.

Reference Materials
Reference materials DO NOT CIRCULATE to staff members or patrons, unless the user has special written permission from the department head.

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.

Billed Items
Material that is 45 days overdue is assumed lost, and patrons are billed for the cost of the item(s). Billed materials may not be returned for a refund after payment has been made.

Collection of Fines, Fees, Replacement Charges
Patron accounts will be sent to Unique Management for collection when the balance reaches $40.00 in fines, fee, and/or replacement charges.

Refunds for Lost and Paid Materials
A patron may receive a refund if an item that has been lost and paid for is found and returned within 3 months of the item taking on “lost” status. The item being returned must be in library condition, as determined by the Circulation Supervisor. The amount of the refund will be the amount paid for the item minus the maximum overdue fine.

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

Return of Materials
Library materials, except for art prints, may be returned to any branch of the Ann Arbor District Library. Art prints must be returned to the Downtown Circulation Desk.

Payment Policy
Borrowing privileges will be suspended on an individual’s use of his/her library card once charges of $10 or more have accrued on that card. Partial payments will be accepted.

Fines
The Board directs the administration to develop rules and regulations 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 these rules and regulations should not exceed the cost of replacing or repairing the damaged or overdue materials.

Neither this policy nor the rules and regulations which shall derive there from 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: Books/Cassettes/CDs/Kits/CD Roms/Books on Cassette/Books on CD/Art Printes/Zoom Lends Rentals/Magazines
Daily Fine: $ 0.25
Maximum Fine: $ 10.00

Materials: Pamphlets/Maps/Pictures/Reading Group Guidelines
Fine exempt

Materials: Videocassettes and DVDs
Daily Fine: $ 1.00
Maximum Fine: $ 10.00

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, and June 19, 2006.

CONFIDENTIALITY POLICY
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 extend 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 form 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 3.1H: 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 on 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 for Request for Information.

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

FREEDOM OF INFORMATION ACT

Denial of Request for Information

TO:______________________________

You are hereby notified that your request of _______________(date) has been denied because the information requested is exempt from disclosure pursuant to MCL 15.243 (1) (a) which statest 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 infomration 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 other registration information without the written 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, Section 10). Attached is a copy of the Freedom on Information Act for a full explanation of your right to seek judicial review under Section 10.

_____________________________________
Name and Title of Person Denying Request

____________________
Date

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. The listing appears on the reverse side of the “Request for Records Form.”

Units Involved
All Ann Arbor District Library units

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

1. Request for Records Form.
2. Denial of Request Form Letter.
3. Request Compliance and Charge Slip Letter.

Procedure
A. 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 a designated building administrator on the Request for Library District Records From, for reply. Pertinent information or correspondence regarding their 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 procedures shall imply that routine, day-to-day inquiries to the library for information must be subject to these procedures.

B. The building administrator 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.

C. Immediately, but not more than five business days after the request has been made, unless a single extension of not more than then business days has been issued a waiver of the time limits has been agreed to in writing by the requesting person, the building administrator 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 administrator of 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 such 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.

D. Upon receipt of “Request for Library Record Form,” 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 his/her 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.

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

F. The individual filing the request shall return the completed form, “Request for Library Records,” to the building administrator or designee, indicating their request has been complied with.

G. 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

RELEASE OF MINOR CHILD'S LIBRARY RECORDS

[Under section 3 of the Michigan Library Privacy Act, MLC 397.601 et seq., a library may not release a minor child's library records unless a parent or legal guardian of the minor child completes and signs this form.]

Name of minor child: ____________________________________

I hereby declare that:

(1) I am the mother/father/legal guardian (circle one) of the above-named minor child; and

(2) I accept full responsibility for return of library materials checked out by the above-named child, as well as liability for payment for the child's overdue fines and damaged or lost materials; and

(3) I give consent for the release of the child's library records to __________________________________ (name of third party - write "self" if the records are to be released to the signing parent or guardian).

Signature: ___________________________ Date: _______________

Witness: ____________________________________
Library employee signature

Policy adopted by the Ann Arbor District Library Board July 22, 1996

FINES FOR DAMAGED OR LOST MATERIALS

The District Library Board directs the Administration to develop rules and regulations 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 these rules and regulations should not exceed the cost of replacing or repairing the damaged or overdue materials.

Neither this policy nor the rules and regulations which shall derive therefrom should be construed as abrogation of the right to prefer legal charges against individuals perpetuating acts of vandalism or theft..

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

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