Library Card and Borrowing Policy

I. Purpose
The purpose of this policy is to establish the eligibility requirements for obtaining a library card and the rules for using the card at the Cranston Public Library and all Ocean State Libraries (OSL) member libraries. 

II. Overview 
An OSL library card provides access to a large variety of materials and resources from OSL libraries.  An OSL Library card is free for Rhode Island residents, and available for a fee for non-residents.  OSL is committed to equity of access to all Rhode Islanders and welcomes people of all origins, backgrounds, views and abilities. 

III. Borrower Eligibility

A. General Eligibility

1. Only one card is allowed per eligible borrower.

B. Full-Access Library Cards

1. Any person who lives in or pays property taxes in Rhode Island¹ is eligible to receive an OSL library card from the public library of their choice.
2. Any person who is a Rhode Island state employee is eligible to receive an OSL library card from the Rhode Island Office of Library and Information Services (OLIS).
3. Any person who is currently employed by an OSL member library is eligible to receive an OSL library card from that library.
4. Any person who is a student at a school library member of OSL is eligible for an OSL library card from that school.
5. Any person who is currently employed by OSL is eligible to receive an OSL library card from a public library of their choice.
6. Providence residents are eligible to receive a municipal ID known as “IDPVD” from the City of Providence.  This ID functions as a full-access OSL library card.  Eligible residents should contact the City of Providence to apply.

C. Library Cards for Local Agencies

1. Any non-LORI (Library of Rhode Island) agency with a Rhode Island address may be eligible to receive an OSL library card at the discretion of the issuing OSL library.  Use is limited to the issuing library’s items.

D. Library Cards for Nonresidents

1. Nonresident library cards are issued at the discretion of the member library.  These include:
2. A full-access library card for a fee calculated in accordance with the OSL Nonresident Fee Policy.
3. A local-use library card for which the library may charge a fee.  Use is limited to the issuing library’s items.

E. Local Use Only Library Cards

1. A Local Use Only card is issued at the discretion of the Cranston Public Library (CPL) and may only be used at CPL locations. 
2. Only items owned by CPL may be checked out or requested.
3. There is no charge for a Local Use Only card.
4. People who work in Cranston and reside out of state may be issued a Local Use Only card. Proof of employment (current work ID or pay stub) and verification of home address is required.
5. People who are staying in Cranston for an extended period of time, may be issued a Local Use Only card. Documentation of a temporary Cranston address is required.
6. Cranston residents who have proof of residency but cannot produce a photo ID may be issued a Local Use Only card.  See Appendix A for documents that can be used for proof of residency.

IV. Application Requirements

A. Application Format 

1. Rhode Island residents can apply or renew in-person, online, by mail or, under extenuating circumstances, through arrangement with their library.
2. Non-Resident, Local-Use, and Agency applications and renewals must be completed in person.
3. Agency applicants should prepare a brief request letter on organization letterhead.

B. Required Application Information 

1. Full legal name
2. Mailing address
3. Residential address (if different)
4. Birth date
5. Phone number and/or email address
6. The name of a parent or legal guardian for minor applicants.

C. Address Confidentiality Program²

1. Active Participants in the Address Confidentiality Program administered by the Rhode Island Department of State and established by Title 42, Chapter 164 of the R.I. Gen. Laws may use the address supplied by the program as their address of record in their library accounts. 

V. Proof of Identity and Eligibility for an OSL Card

A. Paper and Mail Applications

1. An applicant must establish proof of identity and Rhode Island residency, or affiliation as provided herein.  See Appendix A for details on acceptable documents for proof of identity and eligibility for paper and mail applications.

B. Online Applications

1. The online library card application uses a third-party identity and eligibility verification service.  Applicants must consent to allow OSL to use a secure, trusted third-party vendor to verify their identity and eligibility.  If the online verification fails, the patron may go to the library to apply for a card.

C. Minor Applicants 

1. A parent or legal guardian must satisfy the proof of identity and residency for applicants aged 0-12.  Both the parent or legal guardian and the minor must be present to apply for a library card.  Only one parent or legal guardian can be listed on a minor’s card. 
2. Applicants aged 13-17 may provide proof of identity using documentation of their enrollment in a public or private school in Rhode Island.  Proof of residency must still be provided if not stated on the school enrollment document.  A parent or legal guardian may also cosign for applicants ages 13-17.
3. The parent or legal guardian who cosigns for the minor applicants is legally responsible for the on-time return of library materials, overdue fines and replacement charges as described in “Borrowing Policies.”

VI. Expiration

A.  Full-Access Library Cards

1. Free OSL library cards issued to Rhode Island residents are valid for up to three years at which time a cardholder may apply to renew their library card. 
2. Library cards for students and employees are valid for three years or until their affiliation with the OSL member ends, whichever comes first.

B. Library Cards for Local Agencies

1. Agency cards are valid for three years. 

C. Library Cards for Nonresidents

1. Full-access nonresident cards are valid for one year. 

D. Local Use Library Cards 

1. Local Use Only cards are valid for one year.

VII. Library Card in Good Standing 

1. The card has not expired. 
2. The card has $10.00 or less in overdue fines. 
3. No items are overdue by 14 or more days. 
4. Replacement costs for lost or damaged items have been paid. 
5. A library card in good standing may be used to borrow or renew items.
6. A library card in good standing may be used to borrow items in Ocean State eZone.
7. A library card in good standing may be required for other library services as determined by each member library.

VIII. Borrowing Policies

A. Cardholder Responsibilities

1. A cardholder, or their designated parent or legal guardian, is responsible for all uses of the library card including borrowed items and all overdue fines and replacement fees for lost items. 
2. Cardholders are required to report lost or stolen library cards immediately to the library. The library may charge a replacement fee for lost or stolen library cards.

B. Borrowing Items

1. Cardholders must present their library card or alternate proof of identity when borrowing materials from the library.
2. A cardholder may authorize another individual to borrow or pick up library materials on behalf of the cardholder.
3. Borrowing policies are set by the owning library and may vary by the type of item.  The borrowing policy governs:
   • An item’s due date
   • The eligibility for an item to be placed on hold
   • The eligibility for an item to be renewed
   • The total number of items that may be borrowed of a specific type
   • The daily charge for overdue items
   • The replacement cost for items that are lost
   • Place and manner of return
4. All items borrowed must be returned on or before the due date in accordance with R.I. Gen. Laws § 11-41-14.
5. Unless otherwise specified, items can be returned to any public library that is a member of OSL. 

C. Renewing Items

1. An item may be renewed up to two times provided that:
2. The owning library permits renewals on the item.
   • The library card is in good standing.
   • There are no holds on the item by other cardholders.
3. An automatic renewal is triggered two days before the due date for eligible items.
4. A manual renewal is initiated by the cardholder online or at the circulation desk.  An item may be eligible for manual renewal two days before and up to 14 days after the due date. 

D. Overdue Fines and Lost Item Replacement Fees

1. An OSL library may charge overdue fines or item replacement fees. 
2. Overdue fines may be charged by the owning library for items returned or renewed after their due date.
3. Overdue fines are collected or waived at the discretion of any OSL library.  Any overdue fines collected are kept by said library.
4. An item is considered lost when it has been overdue for 60 days.  At that time, the cardholder is assessed a replacement fee.
5. Evaluation of damaged items and assessment of any replacement costs are determined by the owning library.
6. Replacement costs for lost items are due to the owning library.  
7. Refunds for lost and paid library items are at the discretion of the owning library.
8. Patrons must contact the owning library to discuss:
   • Overdue, lost or damaged items or related fines and fees.
   • If a replacement copy is accepted in lieu of a replacement fee.
9. The library may charge patrons for any bank fees incurred due to failed transactions.

E. Reserving Items

1. Most items at OSL libraries may be reserved ahead of time by placing a "hold."
2. Cardholders may place holds using the online catalog, the OSL mobile app, in person, or by phone.
3. Once the hold is ready, the library will notify the patron that the request is available for pickup.  The notification will include an expiration date for the hold at which point the item would be put back into circulation.

IX. Consortium Borrowing
A. Definition

1. Consortium borrowing is a benefit and responsibility of library membership in OSL whereby eligible patrons of one library may borrow from all member libraries.
2. An eligible patron may visit another library directly, or a patron may request an item from one library (the “owning library”) be delivered to another library (the “requesting library”) for pickup.
3. Consortium borrowing is facilitated by the LORI delivery service managed and governed by policies and procedures set by OLIS. OSL members must abide by those policies and practices.
4. All OSL Libraries are required to follow the Library of Rhode Island (LORI) Interlibrary Loan Code.

B. Responsibilities of Requesting Libraries

1. The requesting library must honor all circulation rules of the owning library.  
2. It is the responsibility of the requesting library to follow this policy and inform a patron of the rules of the owning library.
3. The requesting library will refer patrons to the owning library to mediate issues such as lost or damaged items.
4. A patron may return materials from any OSL member at any OSL member library location unless otherwise noted.  The library that receives the item is responsible for returning the item to its owning library or to fulfill requests from other libraries.

C. Responsibilities of Owning Libraries

1. The owning library must reasonably fulfill requests from requesting libraries.
2. The owning library will fill local requests for a given title before requests from other library locations.  This is known as “local holds priority” with the understanding that local is defined by the owner of a given item and the pickup location for the request.
3. In accordance with the Library of Rhode Island (LORI) Interlibrary Loan Code, supplying libraries will process requests within three (3) business days.

X. Library Notices 
A. Notification Service 

1. OSL provides a notification service whereby cardholders may elect to be notified about overdue items, items ready for pickup, replacement fees and other reminders.  
2. In accordance with R.I. Gen. Laws § 11-41-14, libraries are required to provide notice for overdue items to the cardholder. 
3. It is the responsibility of the cardholder to update contact information changes to ensure prompt delivery of notifications. 
4. Failure to receive a notice does not absolve the cardholder from any obligations.

XI. Canceling or Withdrawing a Library Card 
A. Authority 

1. Any cardholder upon confirmation of their identity.
2. Confirmation of the cardholder’s passing.
3. The parent or guardian who cosigned the minor’s library card.

B. Requirements 

1. All items are returned.
2. All fines and fees are paid.
3. All other activity attached to the library card is canceled.

C. Other Library Account Management

1. OSL will annually delete library card accounts after three years of no activity if nothing is checked out and that total fines do not exceed $10.
2. OSL will annually delete library card accounts after ten years of no activity regardless of lost items or overdue fees in accordance with R.I. Gen. Laws § 9-1-13.
3. The library reserves the right to cancel or withdraw a library card for failure to abide by any related laws, standards, regulations or policies.

XII. Privacy of Library Borrowing Records 
A. Privacy and Data Retention

1. Please see the OSL Privacy and Data Retention Policy for more information about the privacy of your library borrowing records and data.

XIII. Records Retention 
A. Requirements

1. OSL and all member libraries must comply with the State of Rhode Island Records Retention Schedule LG13.1.1-patron registration records.

XIV. Cranston Public Library Local Borrowing Policies

1. The Cool Tools, Memory Care Kits, and various Children’s Kits must be returned to the Cranston Public Library. There is a $5 fee if returned to a non-Cranston library.
2. Patrons borrow tools and kits at their own risk. The Library is not responsible for any damage to personal property or loss of data that may occur during the use of borrowed items or through their connection to the patron's electronic devices
3. If the Library is closed for a holiday, weather event, or other emergency the lending period will be extended for one day or longer depending on the length of the closure.
4. The Library will charge the full replacement cost for damaged or lost materials. Damaged materials include but are not limited to the following:
   
   • Stained with food, drinks, or other residue
   • Wet or moldy
   • Missing pages or covers; ripped, torn, cut, or chewed
   • Marked up by pencil, ink, marker, or highlighter
   • Discs that have deep scratches, scrapes, or cracks
   • Infested by bed bugs or other pests
5. The Library does not accept replacement copies of lost or damaged materials.
6. Patrons who return a Cranston item that they thought was lost, and have already paid for, may receive a refund if the item is returned within 60 days and is in good condition. Items owned by other OSL libraries must be reconciled at the owning library. 

Appendix A. Proof of Identity and Eligibility Documents
All documents must bear the full legal name of the applicant and currently be in effect or dated within the past sixty (60) days unless otherwise noted.  Except for participants in the Rhode Island Address Confidentiality Program, PO Box addresses will not be accepted.

Both Identity and Eligibility
These documents satisfy both identity and eligibility provided that the residential address is current.

• Rhode Island driver’s license, learner’s permit, or state ID.
• An official document from a school with a minor (aged 13-17) applicant’s name and address included.
• Letter from a shelter or other agency. Such a letter must be typed on letterhead, must be dated within 30 days of presentation and must include name and contact information of an administrator of the shelter or other agency accepting mail on applicant’s behalf.

Identity and Eligibility in Separate Documents

Identity:

• Rhode Island driver’s license, learner’s permit, or state ID
• U.S. Passport 
• Armed services ID 
• Driver’s license (from another state)
• Student ID 
• Employee ID 
• Permanent resident card issued by UCSIS
• Professional, vocational, or union ID 
• ID card issued by any federally recognized tribal government

Eligibility (Address)

• Any mailing delivered by USPS
• A utility bill or financial statement
• A deed, property tax bill, insurance bill or lease
• Personal or payroll check
• Class schedule, transcript or report card if it includes an address
• Loan contract (automobile, student loan, etc.)
• Rhode Island firearms permit
• W-2 Form

Appendix B. Borrowing Chart

The information below pertains to the Cranston Public Library only. The Cranston Public Library is a fine-free library. A limited number of special items may still have overdue fines. Other libraries in OSL may have different loan rules, renewal policies, and fine structures.

See also related policies: Service and Interlibrary Loan Policy.

Revision History: Adopted by the Cranston Public Library Board of Trustees on April 15, 2026.

 ¹Residents of Stonington, CT are eligible for a full-access card by separate agreement with the Westerly Library and Wilcox Park.
²OSL voluntarily participates in the Address Confidentiality Program.  State and local government agencies must accept the substitute address for any public record as defined in R.I. Gen. Laws § 38-2-2.  However, since library card records are not considered public records as defined in R.I. Gen. Laws § 38-2-2 (4)(U) public libraries are not required to participate in this program.