Borrowing Policy

POLICY PURPOSE

To ensure that Hamilton Public Library facilitates broad utilization of library collections and serves its Members in a fair and consistent manner. The borrowing policy outlines: 

• Requirements for obtaining a library membership card 

• Library’s commitment to member confidentiality 

• Borrowing responsibilities of the library cardholder and 

• Borrowing privileges and loan periods 

KEY POINTS SUMMARY

Summary: This policy defines who is eligible for a Library card and under what terms. A library card is not required to enter the library or use most of its resources. Members may create a library card in person at a library branch or online through the library website.  

The Library issues the following types of cards for Adults and Youth: 

1. Discovery card (Full Resident Card) 

2. Non-Resident card  

3. Inspire card  

4. Reciprocal Borrowing card 

5. Burlington Reciprocal card 

6. Community card 

7. Post-secondary eCards 

Customer Confidentiality: The Library protects personal information about a borrower consistent with the Privacy Policy for Library Members.  

Borrowing Responsibilities: Library cardholders are responsible for the materials they have borrowed. Returning items on time enables others to share the library’s collection and provides greater opportunities to browse items at the location. 

Borrowing Privileges: Loan periods vary based on the kind of materials borrowed and the type of library card. Borrowing privileges can be suspended under certain circumstances, such as having fees higher than the suspension limit. Suspensions only apply to physical borrowing.  Digital collections and resources remain accessible. 

* Burlington Reciprocal Cards – have the same parameters as Discovery cards, except Digital (only Libby).
**Loan periods and limitations vary when borrowing Express materials, magazines, and special items such as Park Passes.

Limitations on Borrowing Express Items  

A limit of two (2) DVD Express and two (2) Bestseller Express items can be checked out at any one time on a Discovery or Non-Resident Card. A maximum of one (1) Express item can be checked out at any one time on an Inspire Card. 

Limitations on Borrowing eBook and eAudiobook Digital Resources 

Digital resource access for eBooks and eAudiobooks is limited to: 

• A maximum of 10 digital loans checked out in Overdrive at one time. 

• A maximum of 10 digital holds in Overdrive at one time. 

• A maximum of 5 digital loans per month in Hoopla. 

DEFINITIONS 

• Community cards are available to Hamilton daycare centres, institutions, schools, corporations, businesses, government agencies, associations, charitable and non-profit organizations or group homes. 

• Discovery cards have full borrowing privileges and are issued to individuals who live, work, attend school or own property in Hamilton, or have a Six Nations address in Ontario, and have appropriate identification. Retired HPL Staff and Board Members are eligible for a Discovery card, regardless of home address. 

• Youth is the term used for library users up to the age of seventeen (17). Staff may refer to this library card as a Youth card. 

• Non-residents are those who live outside Hamilton and do not qualify for a Discovery card. 

• Inspire cards are designed for individuals with limited identification. They have limited borrowing privileges and other parameters. 

• Reciprocal borrowing and Burlington Reciprocal are services coordinated, by formal agreement, with surrounding library systems. 

POLICY DETAILS

The public may visit any library location, use its in-house resources, and use catalogue stations. A library card is required to borrow materials, access digital collections and resources, use Extended Access facilities and Makerspaces, and log on to public computers. The Hamilton Public Library Board establishes who may obtain a Hamilton Public Library card. 
Library cards are issued free of charge to eligible individuals. 

Types of Library Cards

Discovery Card (Adult)
Discovery cards are issued to individuals who are residents of Hamilton with identification containing their name and address. They are also extended to applicants who have related identification that indicates they: work, pay taxes in the City of Hamilton or are a student who attends a Hamilton educational institution. Discovery cards are also available to any person who has a Six Nations address in Ontario, retired HPL Staff and Board members in accordance with the Staff Borrowing Privileges Policy. 

Discovery Card (Youth)

Youth cards are issued to individuals from birth up to and including the age of seventeen (17) who live or go to school in Hamilton. The library card or application form must be signed by the responsible party if they are not present when the card is created for children under the age of 14. 

In keeping with the Library’s The Rights of Children and Youth in the Public Library Statement [1], there is no restriction on the material that may be borrowed by children. Parents and/or those responsible for the child are responsible for the selection, usage and safe return of materials borrowed by their children. 

Inspire Cards
Inspire Cards are available to individuals with limited identification or who choose to have more basic borrowing privileges. These cards have limited borrowing privileges for physical materials but full access to digital resources. Short-term visitors to Hamilton (one month or more) can also request an Inspire Card. 

Online Cards
Online cards allow anyone who lives, works, or is a member of Six Nations, to register for a card online.  An online card allows library Members to access online resources, and place holds on library materials.  Library Members will be asked to verify their identity with one piece of identification during their first visit to a local library when borrowing materials.  

Non-Resident Cards

Non-residents can purchase an annual library membership: 

• There is an annual non-refundable fee effective from the date of registration. Cardholders will be asked to verify their address and phone number at that time. (see Service Fees Policy [2]) 

• Non-resident cards have the same privileges as a Discovery card. 

• It is noted that non-residents who are eligible for a reciprocal card may wish to pay the annual fee to obtain access to our full digital and physical collections. 

• Expired cards will be removed from the system after approximately 1 month. 

Reciprocal Borrowing Cards

Hamilton Public Library has several formal reciprocal borrowing agreements with neighbouring municipalities. Reciprocal borrowing agreements require library Board approval. Individuals from outside of Hamilton require a valid library card from a participating library system, along with identification showing their name and address. This card may be used to borrow, but a Hamilton Public Library card is not issued. 

Participating Systems:

• Burlington Public Library has a separate reciprocal borrowing agreement that gives access similar to the HPL Discovery card, but without Extended Access privileges. 

• Cambridge Public Library 

• County of Brant Library System 

• Grimsby Public Library 

• Haldimand Public Library 

• Milton Public Library 

• Region of Waterloo Library 

• Waterloo Public Library 

• Wellington County Public Library 

Community Cards

• Staff employed by a Hamilton daycare centre, institution, school, corporation, business, government agency, association, charitable and non-profit organization, or group home may apply for a Community card. A Community card application requires the signature of an executive, administrator or any Staff who has received authorization from the organization to create a Community Card. By signing the application as the authorized person, the individual acknowledges that they have authorization from the organization and takes responsibility, on behalf of the organization listed, for any loss or damage incurred to materials.  In the case of schools, the application can be signed by a teacher on behalf of an individual classroom.   
   
  These specialty cards carry additional conditions: 

• A Library card must be in hand to borrow materials. 

• The individual signing the form is responsible for all lost or damaged materials. 

• The Card cannot be used by Staff for personal use. 

• The Manager of the lending location reserves the right to limit the amount and type of material available, or to shorten the loan period if necessary. 

• Community cards are verified annually to confirm all information. Verification may be done by phone. 

• HPL Digital Media, DVDs and Blu-ray are for personal use only. Customers who access these resources and show content to anyone outside of their home or a personally deeded residence are infringing copyright if they do not have a public performance license. 

Post-Secondary eCards

Students and faculty at some post-secondary institutions are eligible to apply online with their school email address for a post-secondary eCard. This card enables students to borrow digital and physical materials immediately without ever visiting a physical HPL branch. Hold items are delivered to campus weekly by the HPL courier.  

Member Confidentiality 

Library registration is carried out in accordance with the Privacy Policy for Library Members [3], which provides full information about the collection and use of personal information. 

• Information about what a person has borrowed is not kept in the Member’s account after the item is returned, except where fines and fees may have occurred, or when the Member has activated the borrower history feature, which keeps a list of returned items. Staff may access the last borrower's information for library business purposes only. 

• Home Library Service (HLS) customers’ information is retained for the period they are enrolled in the service. 

Notifications

Library cardholders receive notifications regarding their borrowing from the Library. Members are notified by email or automated telephone calls/voicemail messages regarding items that are overdue or are on hold and ready to be picked up. Members who provide an email address will additionally receive emails about items that will be automatically renewed or are coming due. If Members prefer not to receive library notifications and opt to manage their borrowed materials, this can be requested. 

Inactive Cards
Inactive cards are deleted on a four (4) year cycle.

Borrowing Responsibilities

Signing the library card implies the cardholder’s acceptance of and adherence to the rules and regulations of Hamilton Public Library. All cardholders are responsible for: 

• Materials checked out on their card 

• Returning materials to the Library by their due date 

• Promptly reporting changes in registration information such as name, address or contact information, and 

• Promptly reporting the loss or theft of a library card 

• Fines and replacement fees accrued on their library account as set out in the Service Fees Policy [2]. 

Cardholders also authorize the Library to collect personal information for the purpose of providing service. 

Verification: Discovery, Inspire and Reciprocal cardholders are required to verify their contact information every three (3) years. Non-Resident, Reciprocal and Community Cards require annual verification. 

Borrowing Privileges

A valid Hamilton Public Library card is required to borrow materials. Loan periods vary based on the materials borrowed and the type of Library card used. Loan periods also vary when borrowing Makerspace items or technology equipment. 

Loan Periods 

• 21-day loan period - applies to most materials except Express DVDs, magazines, and specialty items.  

Staff can offer extended loans to 21-day loan material, excluding new or requested items (items “on hold” for another customer). The maximum due date can be extended up to the maximum renewal limit for the item (i.e. up to twelve (12) weeks from the date of original checkout). The Manager may impose restrictions on the number of items that can be extended. Renewals 

Most items may be renewed up to three (3) times following initial checkout. Items that are eligible for renewal will be automatically renewed on the due date. Customers with email notifications will receive an email informing them of which items have been renewed and which items will be due. There are no renewals permitted on the following items: 

• Magazines 

• Express Books and Express DVDs 

• Items requested by another Library Member 

Renewal of Interlibrary loan materials is subject to the guidelines of the lending library. 

Holds 

Members with a valid Hamilton Public Library card may reserve an item that someone else is currently borrowing or that is available at any HPL location. This is referred to as placing an item on “hold.” The following circulating items cannot be reserved: 

• Magazines 

• Express Books, Express DVDs, and Express Passes 

Upon notification that a hold is available, customers have 7 open days to pick up the item. eBook users have three (3) days (72 hours) to download their hold. Customers can choose to turn on an automatic borrowing feature that checks out the eBook copy as soon as it becomes available. 

Returns 

Borrowed items from the Hamilton Public Library need to be returned to one of its locations. Drop boxes are available for the return of items when the location is closed. If a Hamilton Public Library item is returned to another library system in error, the cardholder is responsible for any associated charges or limits placed on future borrowing. Certain items may need to be returned during open hours.  

Related Documents

[1] The Rights of Children and Youth in the Public Library Statement  
[2] Service Fees Policy  
[3] Privacy Policy for Library Members 

Publish Date

June 2025