Circulation Policy

Circulation Policy

Purpose: The Circulation Policy of the Flagstaff City-Coconino County Public Library exists to facilitate community access to the materials and information in the library’s collections, while protecting and assuring access to these same collections.

Sections

1. Library Card Policy
2. Use of Library Cards
3. Circulation Times/Overdue Fines
4. Renewals
5. Overdue, Lost and Damaged Materials
6. Overdue Notices
7. Hold Policy
8. Interlibrary Loans

1. Library Card Policy

Registration and issuance of Library cards are provided free of charge to anyone that meets one of the following qualifications:

• Resident of the City of Flagstaff or Coconino County (Full Privilege)
• Non-residents who own property or a business within the City of Flagstaff or Coconino County (Full Privilege)
• Non-residents that work within the City of Flagstaff or Coconino County (Full Privilege)
• Non-residents who are residing in the City of Flagstaff or Coconino County for less than one year (Temporary Privilege)
• Resident or non-resident between the ages of 12-17 years old who do not have a responsible party (Temporary Privilege)

A current government issued photo ID and proof of address is required to verify residency for full privilege accounts. Non-residents who work within the City of Flagstaff or Coconino County must provide proof of employment at a local business or employer. Non-residents who own property or a business must provide proof of property ownership in the form of a City/County tax bill in addition to their photo ID and proof of address.

Examples of acceptable photo ID

• Driver’s License
• University or State Identification Card
• Passport Military Identification
• University Identification
• Tribal ID cards

Examples of proof of address

• Driver’s license
• State identification card
• Postmarked mail or utility bill
• Property tax statement
• Typed lease or proof of shelter residency
• MVD issued change of address card

Library Card Expiration

• Full Privilege cards- After 3 Years
• Temporary residents – After 6 months
• Juvenile – NRP – After 1 Year

Temporary Privilege card holders, after 1 year of continued good standing, may be upgraded to Full Privilege, upon request and approval.

After a library card has expired, it is the responsibility of the library card holder to contact the Library in-person with updated contact information or proof of residency in order to renew the library card.

Card Replacement

If a patron loses their library card, a replacement card may be obtained for $2.00.

2. Use of Library Cards

1. Patrons can maintain full library checkout privileges by:
   1. Returning materials on or before the due date. If materials are overdue for 50 days, the borrower will be billed for the replacement cost of the item.
   2. Adhering to the borrowing limits for all types of material
   3. Paying for lost or damaged materials, or providing a new replacement item, subject to arrangements authorized by the Billing Specialist or Circulation Supervisor.
   4. Keeping the amount of money owed below $25.00
   5. Promptly informing the library of any change of address, phone number or email address
2. Patrons must provide a library card number to check out. If patron does not have their physical or digital library card with them, they can use a valid government issued ID, or may provide the full library card number and additional information to checkout materials.
3. Patrons under the age of 18 or adults with a designated caregiver may give at least two of the following: their address, phone number, or birth date as proof of identification. If they cannot provide address, phone number, or date of birth, a responsible caregiver may do so for them, in person.
4. Whenever a patron calls into the Library to conduct a transaction on their account, they must provide their full name and library card number or other identifying information. A patron may only conduct phone transactions on their own account or on the account of a dependent party.
5. A patron retains library borrowing privileges as long as their library record is not blocked. A library record becomes blocked when the total amount of unpaid fines and fees exceeds $25.
6. Once a patron's library card is blocked, circulating library privileges for that patron are suspended including borrowing and renewal. Computer access to a limit of 2 hours will still be allowed.
7. Using another patron's library card without the permission of the library card holder and the Flagstaff City-Coconino County Public Library to check out materials is not permitted and may result in restriction of library privileges.

Patron Responsibilities

1. Because the Flagstaff City-Coconino County Public Library verifies the identity of all library card applicants, the individual named on the account is responsible for all fines and fees assessed to that account and to any additional accounts for which they have agreed to be the responsible party, including anyone who is legally under their care, and/or anyone for whom they have signed library card applications, regardless of who checked the items out.
2. All lost or stolen library cards should be reported immediately because the owner of the card is responsible for all items checked out on the card until the card is reported lost or stolen.
3. When a patron moves, it is the responsibility of the patron to inform the Flagstaff City-Coconino County Public Library of the new address.
4. If a patron changes their name legally through the courts (including marriage and divorce), they must provide legal documentation for the name change to the library. The library does accept preferred names, and any patron can request that their preferred name be updated in their account without any documentation.

3. Circulation Times/Overdue Fines

Flagstaff City-Coconino County Library Card Borrowing Periods and Checkout Limits

*Special checkout rules apply for Bookmobile and PALSmobile items, policy available here.

Max Checkout Limit & Restrictions
The maximum number of items that can be checked out for full privilege card holders is 30 items. Temporary privilege card holders may check out 4 items. Juvenile–NRP privilege card holders may check out 8 items. Interlibrary Loan and Library of Things items are not available for Temporary Privilege card holders, with the exception of in-library use items like chargers, bike locks, and laptops.

In-Library Use Items
Some items are only available for use within the library building. This includes, but is not limited to, laptops, chargers, bike locks, etc. Not all items require a library card for in-library use; patrons can inquire at the service desk regarding procedures.

Laptops have a 2-hour checkout time limit and require a library card to checkout.

4. Renewals

1. Most materials may be renewed up to seven times providing a hold for the material has not been placed by another patron. In-library use laptops may be renewed once per day. Culture passes may not be renewed.
2. Library materials may be renewed in person, by phone, or through the library's on-line catalog on the Flagstaff City-Coconino County Public Library website. To renew by phone, you must provide your library card number and full name, or other identifying information. Renewals for dependent parties also require library card number and full name, or other identifying information.
3. When the renewal limit has been reached, it is the patron's responsibility to return the item or risk incurring a lost book charge.

Renewal requests for Interlibrary Loan materials can only be granted through the Reference Department or by logging in to the patron's Interlibrary Loan account.

5. Overdue, Lost and Damaged Materials

Overdue Materials

The Flagstaff City-Coconino County Public Library does not charge daily late fees; however, we appreciate your cooperation in facilitating material access to all patrons by returning your checked-out items promptly. Materials checked out and not returned 50 days after the due date are considered “lost”. The patron is billed for the replacement cost of the materials.

Lost Materials

If a patron loses an item, the patron is responsible for the replacement cost for that item (i.e., the list price of the item at the time it was added to the collection according to the item record. In the event that no amount is indicated in the item record, then the replacement cost will be the amount the item is listed for sale as a new item from our materials vendor). The patron can purchase a new copy of the same item, in the exact same format, as a replacement for the library’s copy, in addition to a $6.00 replacement fee.

In the event that a lost item which has been paid for is found and is returned to the library, the customer will receive a refund of the cost of the item, so long as the item has been returned before the period of one year. The refund amount is the amount paid for the item, minus any lost item processing fees. A refund request and receipt of payment is required for a refund to be issued; refunds do not occur automatically. Refunds must be approved by the Circulation Supervisor or Billing Specialist. The refund of money may take up to 4-6 weeks for processing. If the patron has already paid for a lost item that is later found, the patron may choose to keep the item. Refunds will not be given for partial set payments or payments of any fees associated with an item, or for patron’s cost of a replacement item.

Damaged Materials

The patron will be held responsible for any damage beyond normal wear and tear. If a patron returns an item with greater than normal wear and tear, they will be charged a mending fee. For items returned that are damaged beyond repair, patrons will be charged the replacement cost of the item. 
Patrons may see the Replacement and Processing Prices Sheet upon request.

6. Notices

Courtesy Notice – The library will attempt to notify patrons – who have provided us their email or phone number – by email or text of upcoming due dates for materials checked out. For all checked-out items, a courtesy notice is sent 3 days in advance of the due date, and also the day the item is due.

Overdue Notice – The Library will attempt to notify patrons, via email or text, of overdue items on the 10th and 30th days after the item is due. The library will attempt to notify patrons via letter when items are 50 days overdue, deemed “lost,” and subject to a library billing notice.

These notices are a courtesy, and patrons are responsible for returning their items regardless of receipt of notice.
 

7. Hold Policy

Patrons may place a hold request on circulating items only. Items are held for 7 days. If the item is not picked up within the time allotted, the hold is cancelled, and the item is returned to circulation or fills the next hold in the queue. In order to check out the held item, the patron must present the library card on which the hold request was made. No pickups will be allowed without the originating card number or Government Issued Photo ID.

Culture passes, seed packets, and in-library use items may not be placed on hold.

8. Interlibrary Loans (ILL)

If materials are not available to patrons locally, the Flagstaff City-Coconino County Public Library may request them from another library. To request a title through this service, the patron’s account must be active and in good standing.

Patrons may have no more than 6 interlibrary loan active requests on their account at the same time. The Flagstaff City-Coconino County Public Library honors any restrictions and/or check out periods the lending library may place on the material.

The patron is responsible for all materials borrowed from another library and will pay any charges assessed by the lending library. To check out the item, the patron must present the library card on which the interlibrary loan request was placed. If an item is not picked up within the time allotted, the loan request is cancelled, and the item is returned to the lending library; failure to pick up requested items multiple times may result in suspension of ILL services.

The Flagstaff City-Coconino County Public Library does not interlibrary loan audio-visual materials, including DVDs and Audio Books. This service is limited to full privilege library card holders in good standing with verified contact information including a phone number and/or email address.
 

Revised policy reviewed and approved by Library Board 5/22/2025