Library Card Policy

A Library Card at the Region of Waterloo Library is free to anyone who lives or owns property in the Townships of North Dumfries, Wellesley, Wilmot or Woolwich. Free memberships are also available to people working or attending school in North Dumfries, Wellesley, Wilmot or Woolwich, to members of neighbouring libraries with which RWL has reciprocal borrowing arrangements; and to employees of the Region of Waterloo. Temporary memberships will be offered to visitors who are here three weeks to six months, and can provide proof of a temporary residence in one of the four townships. Anyone else may opt to purchase a membership.

All potential patrons will be asked to provide photo ID, or two pieces of other identification confirming their current address before a permanent library card can be issued. Any potential patron who cannot present ID can be issued an express membership. Express membership holders may borrow 2 items at a time and are restricted from borrowing high value items.  All regular members are entitled to borrow any type of material from RWL. The only exceptions are materials which are legally restricted to certain classes of users (e. g. R-rated movies, DAISY books for persons with print disabilities) or high value material that is restricted to regular adult and teen patrons only.

Memberships will be renewed every two years, except for paid non-resident memberships which are renewed and billed annually.

Patrons under 16 years

Patrons under 16 are considered child members. Their application and card must include a parent or guardian signature. If the responsible parent or guardian has a current RWL card, it must not have a status of “BLOCKED”. The Region of Waterloo Library holds the parent/guardian responsible for materials borrowed on a child’s card, should there be fees and damages.

In the case of a child patron having two different, permanent home addresses as well as two different guardians (one for each address), a library card may be issued for each address and parent/guardian. The responsible parent/guardian for each address must sign the membership form associated with their address and must not have a status of “BLOCKED”.

Patrons aged 16-17 years

Patrons aged 16-17 years are considered teen patrons. Their application form must include a parent or guardian signature. If the responsible parent or guardian has a current RWL card, it must not have a status of “BLOCKED”. The Region of Waterloo Library holds the parent/guardian responsible for materials borrowed on a teen’s card, should there be fines and damages. However, under MFIPPA, library staff may not disclose borrowing information/activity on the teen patron’s account to anyone without the permission of the teen patron.

Patrons with expired cards

Expired cards can be renewed at any time, provided the account balance is $0.00.
We also offer institutional memberships for schools, nursing homes, etc. Please contact your local branch for further information.

Reciprocal borrowing agreements

Reciprocal borrowing agreements are in place with the following library systems: Brant County Public Library, Hamilton Public Library, Huron County Library, Cambridge Public Library, Kitchener Public Library, Middlesex County Library, North Perth Public Library, Oxford County Library, Perth East Public Library, St. Mary’s Public Library, Stratford Public Library, Waterloo Public Library, Wellington County Library and West Perth Public Library. Check out our webpage on Borrowing from Other Libraries.

Privacy issues

Staff members will not release any personal information about patrons or patrons borrowing records. Personal information includes all information collected on our membership application, covered by the following statement on the Library Card application:

The Region of Waterloo Library (RWL), which is owned and operated by The Regional Municipality of Waterloo, contracts third-party vendors for the provision of certain library services (including but not limited to library circulation software, online catalogue/apps and other library services.) As a result of your membership, your personal information will be collected under the authority of the Public Libraries Act, and such information may be shared with RWL and these third parties only as required for the purposes of providing library services. Your personal information may also be used by RWL staff to provide library services and to inform you of services and programs that may be of interest. This information, such as email address, will be shared with neighbouring libraries with which RWL has reciprocal borrowing agreements, if you choose to use the download Library service or if you choose to become a member of those libraries. We never sell or distribute your information for commercial purposes. Questions about the information collected may be directed to the Manager, Library Services, Region of Waterloo Library, at 519-575-4590. Your signature below signifies your consent for the Region of Waterloo Library to use and exchange this information for the purposes described.

Responsibilities of patrons

Patrons are responsible for the prompt and safe return of all library materials. If items are lost or damaged, members are responsible for the replacement cost, plus a processing charge, as outlined in the Fees and Fines Policy/Procedure.

The Region of Waterloo Library uses a collection agency to follow up on patrons who owe $25 or more for more than 60 days, or within 15 days for items claimed as lost. The collection agency will contact patrons until their account balance is $0. Even if the patron returns items or pays the fine below $25, they will continue to be contacted. A non-refundable collections fee will be charged to the member’s account. Repayment plans may be arranged, pending Supervisor / Management approval. All repayment plans must specify a paid in full end date.

Patrons are responsible for notifying library staff of changes to the information on their account:

• Change of address or contact information (i.e., phone number, email address)
• Lost or stolen cards. Patrons are responsible for all material borrowed on their card, before the date reported stolen or lost.

Patrons are responsible for following all library procedures while in the library, e.g., Code of Conduct and Internet Use. Patron privileges may be temporarily, or permanently, suspended if there are violations.