5.0 Circulation Policies
Board approved February 23, 2026
St. Joseph County Public Library (SJCPL) issues library cards and loans materials to eligible patrons to provide equitable access to information, resources, and technology. These policies ensure orderly and responsible borrowing while complying with legal and financial requirements.
5.1 Library Cards
A valid library card is required to borrow materials and access certain Library services. The Library offers three types of cards:
- Resident Card: A free card with full access to all Library services and materials.
- Limited Card: A free card with partial access to Library resources for one year. This card is issued to individuals who qualify under specific eligibility circumstances.
- Guest Card: A paid card with limited access to Library services and materials for one year. Guest cards are available at the rates found in Table C of Appendix D.
Each individual may hold only one active library card at a time. Individuals with an existing card are not eligible for an additional card.
5.1.1 Access Restrictions by Card Type
Limited Cards do not provide access to Launchpads, Hoopla, Kanopy, Laptops, Library of Things, Discovery Passes, Studio 304 Equipment, or InterLibrary Loans. Limited cards allow a maximum of 5 physical items to be borrowed at one time.
Guest Cards do not provide access to Hoopla, Kanopy, or InterLibrary Loans, and do not include free printing/faxing services, or free notary services.
5.1.2 Eligibility Criteria
Resident Card: Individuals who live in, own real property in, or attend or teach at a school within the St. Joseph County Public Library’s taxing districts are eligible for a Resident Card. The Library’s taxing district includes the townships of Centre, Clay, German, Greene, Liberty, Portage, Union, and Warren in St. Joseph County, Indiana.
Individuals who attend or teach at a school in the Union-North United School Corporation or John Glenn School Corporation are eligible.
Limited Card: Individuals who are temporarily residing within the St. Joseph County Public Library’s taxing district are eligible for a Limited Card. Individuals who do not have a fixed residence but receive mail through a shelter or homeless services center located within the taxing district are eligible for a Limited Card.
Youth under the age of eighteen (18) who reside in or attend a school within the Library’s taxing district or qualifying school corporation, and who do not have a parent or legal guardian present at the time of registration, are eligible for a Limited Card.
Guest Card: Individuals who do not meet the eligibility criteria for Resident or Limited Cards may receive a Guest Card for an annual fee. Individuals who have active library cards at reciprocal libraries or other Indiana libraries qualify for reduced Guest Card rates. Guest Card fee rates can be found in Table C of Appendix D.
Library cards remain valid as long as the patron continues to meet eligibility criteria. If eligibility changes, the Library will update the card type or deactivate the card as appropriate.
5.1.3 Standard Registration Requirements
All applicants must register in person with a Library staff member and verify both their identity and current residential address.
Adult applicants must provide documentation to verify identity and address. Acceptable forms include:
- Proof of identity: A current photo ID issued by a government agency, school, or the South Bend ID program.
- Proof of current residential address: A current legal, business, institutional or government-issued document that displays the applicant’s name and residential address. The photo ID used to verify identity may also serve as proof of address if it includes the applicant’s current residential address.
Youth under age 18 must be registered by a parent or legal guardian who meets identity and address requirements. If the youth is present, identity may be verified verbally; otherwise, documentation is required. The parent or guardian’s proof of address verifies residency for the youth.
5.1.4 Additional Registration Requirements
Additional registration requirements apply to certain eligibility categories, as outlined below. Standard registration requirements apply unless otherwise noted.
A. Resident Cards
- Property owners: Individuals who own real property within the Library’s taxing district but live outside the district must provide official ownership documentation.
- Non-Resident Teachers & Students: Non-Resident Teachers & Students: Teachers and students who attend or teach at a school as outlined in Resident Card eligibility but who reside outside the taxing district must provide official documentation verifying enrollment or employment for the current school year. Cards expire annually on August 1.
- Home Delivery Users: Patrons who live within the Library’s taxing district and are temporarily or permanently unable to visit the Library due to a medical condition, disability, or similar barrier may register online or by phone with Home Delivery staff. Organizations in our taxing district and serving eligible individuals may apply for a Resident Card to borrow materials for those they support.
B. Limited Cards
- Youth under age 18: Youth under the age of 18 who live or attend school in the Library’s taxing district or qualifying school corporation can register independently for a Limited Card without a parent or legal guardian. Identity and address may be verified verbally. Annual re-registration is required.
- Residents without a permanent address: Individuals temporarily residing within the Library’s taxing district must provide documentation verifying local residential presence, such as a letter from a sponsoring company, organization, or host that includes the applicant’s name and local address.
- If the individual is staying with a host, the host may accompany the applicant to confirm residency and provide proof of their address.
- The card expires at the end of the documented residency period and will not be issued for longer than one (1) year.
C. Guest Cards
All Guest Card applicants must pay an annual fee. Certain eligibility groups qualify for a reduced rate with additional documentation, as outlined below.
- Reciprocal Library Cardholders: To qualify at the reciprocal rate, the individual must provide proof of a valid public library card issued in one of the following public libraries: Mishawaka-Penn-Harris Public Library, New Carlisle Public Library, Walkerton Public Library, Bremen Public Library, or Plymouth Public Library. Payment of the applicable annual fee is required.
- PLAC-eligible Cardholders: To qualify at the PLAC rate, the individual must provide proof of a valid library card issued by any public library in Indiana. Annual re-registration is required.
5.1.5 Cardholder Responsibilities
Cardholders are responsible for all items checked out on their account, including items borrowed by others using their card. This responsibility applies until the card is reported lost or stolen. The account holder is responsible for lost and damaged materials. Parents or legal guardians are responsible for all charges associated with their child’s account.
5.1.6 Lost or Stolen Library Card
Library cards reported as lost or stolen will be blocked to prevent unauthorized use. The card can be reactivated once the patron verifies their identity and receives a replacement. One replacement card is issued free-of-charge each year. Additional replacement cards within the same year incur a fee as outlined in Table C of Appendix D.
5.2 Loan Rules
The Library’s loan rules establish the borrowing conditions for Library materials, including loan duration, renewal eligibility, hold availability, age restrictions, checkout quantity limits, and designated return locations. Most loan rules can be found in Table A in Appendix D.
5.2.1 Checkout
Patrons may check out materials, including laptops and equipment, using a valid library card. Patrons who do not have their card present may verify their identity by presenting photo identification at a service desk, by manually entering their library barcode and PIN at a self-check machine, or by verifying personally identifiable information with staff at a service desk. Studio 304 equipment checkout requires a signed agreement form and a debit or credit card deposit for any equipment valued at more than $100.
5.2.2 Renewals
Most materials may be renewed at any agency in the Library system as well as online or by phone. Some items may be eligible for automatic renewals. Materials on hold for another patron may not be renewed. See Table A in Appendix D for renewal limits.
5.2.3 Reserves / Holds
Most materials may be placed on hold for pickup at any Library location. Holds may be placed in person at the Library, by telephone, or via the Library’s website or app. Patrons are limited to 20 outstanding holds for physical materials.
5.2.4 Notices
Automated notices of holds, due dates, and overdue materials are sent by phone, text, or email. Patrons must provide a current email address or phone number at registration or by contacting the Library to update their account in order to receive these notices.
5.2.5 Claims Return
When an item checked out is reported as returned, Library staff will search for the item and may adjust due dates during the review. If the item is not found, it may be removed from the patron’s record as a Claims Returned item without charges. A maximum of three Claims Returned items is allowed on a patron record within a three-year period. Additional requests may be denied by the supervisor on duty. Patrons may appeal such decisions to the Customer Service Manager for further review.
5.2.6 Interlibrary Loan
Print material is loaned to and borrowed from other libraries via Interlibrary Loan. The Library does not loan non-print materials or new books within six months of publication. If the loaning library charges a fee or postage, the charge may be passed on to the patron. The service is available to patrons who reside within the Library’s taxing district. Patrons may have 10 pending interlibrary loans at one time on their account.
5.2.7 Home Delivery
Material loaned through Home Delivery has a 4-week loan period. Home Delivery staff may extend due dates and provide additional renewals based on service needs or patron circumstances.
5.3 Lost & Damaged Items
When borrowed materials are lost or damaged, patrons are responsible for the replacement costs, defined as the amount the Library paid for the item. Account privileges are suspended until the charges are resolved.
5.3.1 Lost Items
Materials not returned within the timeframes listed in Table C of Appendix D are considered lost and billed to the patron’s account. Replacement charges are cleared if the item is returned, the full cost is paid, or an identical new edition is provided. Patrons who return a lost item after paying the replacement cost may request a refund.
5.3.2 Damaged Items
Materials returned in a condition unsuitable for circulation are considered damaged and billed to the patron’s account. Normal wear and tear is not considered damage. Patrons may keep the damaged item when the full replacement cost is paid.
Patrons unable to pay the full cost may make a single “pay what you can” payment, after which the remaining balance is cleared. This option may be used up to three times, and the damaged item is not returned to the patron to own when this option is selected.
5.3.3 Missing Parts
Some items include detachable components, (e.g. audiobook discs). Items returned with missing parts remain on the patron record until the part is returned. The Library will charge the patron for the missing part, if it is not returned according to the schedule in Table B of Appendix D. If the part is unavailable for separate purchase, the full replacement cost may be charged.
5.3.4 Partial Payments
Patrons may make partial payments toward replacement costs. After a partial payment of at least $5 is made, patrons with account balances under $100 may check out up to two items total (books, audiobooks, magazines, CD’s, and DVD’s only). Full borrowing privileges are restored once the balance is paid in full.
5.4 Confidentiality of Library Records
Library information in any form about library patrons and their use of the Library is private in nature, and is protected to preserve the patron’s intellectual freedom.
Confidentiality also extends to information sought or received as well as materials consulted, borrowed or acquired. Confidential material includes search records, reference interviews, circulation records, computer use records, interlibrary loan records and other personally identifiable uses of library materials, facilities and services.
SJCPL maintains the following information in the patron record: full name, mailing address, phone number, county of residence, date of birth, and e-mail address.
Patron records shall only be accessed or altered when the user requests access to, or update of, the information or when access to the record is necessary for library business. Patrons may access their records in person with a library card or photo ID, or by confirming identifying information over the phone.
5.4.1 Parent/Guardian Access to Information
Indiana law requires a library to provide information about a minor child under 18 to his or her parent, guardian or custodian. Only overdue charges may be relayed over the phone or electronically to a parent, guardian, or custodian. All other information on the record cannot be disclosed via telephone or electronically. The parent, guardian or custodian must come to the library with proper identification in order for the library to disclose the child’s library records.
The Library will not allow a parent access to a child’s library record if a court has terminated the parent’s legal rights and the Library has received a copy of the court order.
5.4.2 Subpoena, Search Warrant, Court Order
The Library will comply with a process, court order, subpoena or other legal document issued by an agency or individual of any local, state or federal government relating to a civil, criminal, administrative, legislative, or investigative power requesting library records. Upon receipt of any such process, court order, subpoena or other legal document, the Library Director will consult with the Library’s Attorney to determine if the process, order or subpoena is in proper form and if there is a valid basis for its issuance before complying with the request for library records.
5.4.3 USA Patriot Act
The 2001 USA Patriot Act expands federal law enforcement’s surveillance, seizure and investigative powers. A federal agency may request library records including materials borrowed and computer use. The act prohibits library staff from informing the patron if federal agents have obtained library records.
