Borrowing Policies and Procedures

The Washington County Free Library (WCFL) offers books, audiobooks on CD, DVD and Blu-ray movies, music CDs, and videogames for loan, along with a range of downloadable items. You can borrow items at your local branch (or any branch in the WCFL system!). You can also borrow materials for your smart device through our Digital Library services. Each cardholder can borrow up to 100 items per library card.

Materials can be found on the shelves at your local library or through our digital platforms (Libby, Hoopla, and Kanopy), which can be found in the Digital Library section of our website, with the following restrictions:

• Libby: Limit of 10 items per library card.
• Hoopla: Limit of 6 items per month. There is also a daily cap on the overall number of checkouts allowed in order to ensure equitable access to all patrons and allow this service to continue. Budgetary constraints make this step necessary.

Beginning April 2, 2025, loan periods, renewal limits, and the number of items allowed are listed below:

Automatic Renewals

Starting April 2, 2025, Washington County Free Library (WCFL) is pleased to offer automatic renewals for our patrons.

• All patrons are automatically enrolled in automatic renewals.
• Most eligible items will automatically renew up to 3 times.
• Interlibrary Loan items borrowed through Maryland libraries will only automatically renew 2 times.
• OCLC Interlibrary Loan items are not eligible for manual or automatic renewal.

The new due date will be calculated from the original due date, meaning that you will not lose any borrowing time. You will receive a courtesy notice stating which items on your account did or did not renew, and the corresponding due dates.

What items are Not Eligible for automatic renewal?

Some types of items are not eligible for automatic renewal:

• Items that are Express Reads materials.
• Items that are part of a digital collection, like Libby or Hoopla.
• Items that have a hold, meaning someone else is waiting for it.
• Items that have reached their renewal limit (in most cases, 3 renewals).
• Items that do not allow renewals, like OCLC Interlibrary Loan items.

Items may also not automatically renew if your card has expired, you owe $6.00 or more in fines or fees, or you have a lost book or other materials on your account. If items on your account cannot be renewed, you will receive a courtesy notice with due dates.

Can I still renew my items on my own?

You can still renew your items on your own if you wish by visiting the online catalog and logging in with your library card number and password.

1. After logging in, you will see a summary of checkouts, holds, and fines on the account. Select your name again to see your Bookshelf.
2. Under the My Bookshelf tab, you will see Checkouts, Holds, Fines and Fees, and Profile. Select the Checkouts tab for a listing of items currently checked out.
3. Choose the items that you would like to renew and select Renew.

Return Materials

Borrowed items can be returned to any Washington County Free Library location or book drop.

If you accrue fines or fees of $6.00 or more, borrowing privileges will be suspended. Information about fines and fees is available under the Get a Library Card page's Frequently Asked Questions section.

Requesting Library Materials

Requesting Items Available Through WCFL Branches

If an item is checked out or unavailable at your branch, you can place a request for the item to be delivered to your local branch, or to the North Pointe Lockers, for pick up. Search the item by title or author and select the Place Hold button. You will also need to choose the pickup location and confirm your selection.

Requesting Materials Not Available in the WCFL Catalog

Library materials that are not available through WCFL can be requested from other public libraries in Maryland and from academic libraries and public libraries outside of Maryland through Interlibrary Loan (ILL). There are two different sources that Interlibrary Loan items can come from – either other public libraries in Maryland (Marina) or academic libraries and public libraries outside of Maryland (OCLC).

Requesting Materials from Other Public Libraries in Maryland Through Marina

All public library systems in Maryland have access to the Marina service, which is a free statewide method of requesting books from other public libraries in Maryland that are not owned by the borrower’s library system.

To request an item from Marina:

1. First check the WCFL catalog to make sure that it is not available through the Washington County Free Library.
2. At the top of the catalog page, select the Interlibrary Loan (Marina) link.
3. Select the blue Access Marina button near the top of the page.
4. Enter your library card number (without spaces) at the patron ID prompt. Select the Login button.
5. Enter search term by author, title, or subject. Select the Search button.
6. At the Results Screen, select the title link to get more information.

If results are found (Requestable Items), use one of the two options below:

1. If your request is found and is currently available through WCFL, you will be provided with a Check Local Catalog link to request a regular Hold from our catalog.
   OR
2. If your request is found, but is not in our catalog, select the branch where you would like to pick up your materials and then select Request to submit the request.

If your request is found but is Not Requestable, it becomes an OCLC request; please follow the steps below (more information also available in the next section):

1. Select the provided Request link to place an ILL (OCLC Interlibrary Loan) request through the Washington County Free Library.
2. Once you select Request, the ILL form will populate with the title that you searched for.
3. If the form isn't automatically populated, you must fill out the Author, Title, and Pick Up Location for the resource. These are required fields.
4. You must also check the acknowledgement box at the end of the form to accept WCFL's condition for placing ILL requests.

Once the required fields on the form are complete, the Submit button will be available to submit your request. If an email is listed on your library account, a copy of the request will be sent to your inbox. Otherwise, we suggest saving or printing a copy of the request for your records.

If your request is not found at all, see the information below.

Requesting Materials from Public Libraries Outside of Maryland and Academic Libraries (Beyond Marina)

The Washington County Free Library can request library materials from public libraries outside of Maryland and from academic libraries, but this is done through a different process and has additional restrictions and requirements. These items will be requested through the Online Computer Library Center (or OCLC) and we cannot guarantee that the lending libraries will always be willing to loan these items out. These items also require an additional postage cost, and some materials may be quite expensive, sometimes requiring insurance before the lending library will ship the item.

For these reasons, the following guidelines/restrictions apply:

• Borrowers are limited to 3 free items per month. After 3 items, there will be a $5.00 fee per item to help cover postage costs and allow the library to continue to offer this service. In-house use of an item counts towards the 3 free items.
• The $5.00 postage fee will be added to your library card account; you may pay at any WCFL Circulation Desk or online. This fee will not be waived for items that were not picked up by the user.
• This service is unavailable to RAIL card users.
• We will not be able to get items published in the current year or items that have not yet been published.
• There is a limit of 10 items requested per day.
• Some requests may be denied if the lending library requires us to pay insurance on the item or if the replacement cost of the item if lost or damaged is too high.
• Materials cannot be renewed and should be returned promptly when due.

Requests for OCLC items can be made at the Information Services Desk at the Fletcher Branch and at the public service desks of any of the other branches. You may also request items online yourself. To begin, either search for an item and follow instructions above or do the following:

• From the Interlibrary Loan (Marina) page on WCFL’s website, select the blue Access Marina button near the top of the page.
• Sign into Marina with your library card number.
• Go to My Account (person icon in the top righthand corner, then My Account).
• Under Add Request, select the appropriate material type (book, article, or book chapter).
• Fill out the Book Request form (fields with a red asterisk are required).
• Submit (bottom of the page).

When filling out the OCLC request form, keep in mind that for the field labeled Service Type, Loan refers to regular materials, like books, DVDs, and audiobooks, and Copy should only be used when requesting a copy of an article.

Please also be aware that no eBooks or downloadable audiobooks will be available through Interlibrary Loan.

WCFL Collection Development Policy

General: Collection development refers to the ongoing process of assessing the materials available for purchase or licensing and making the decision, first on their inclusion, and second on their retention or removal. This policy defines the scope of the collection and provides a framework for the continuing development of materials and resources available at the Washington County Free Library (WCFL). This policy is a system-wide policy intended for application in all libraries within the Washington County Free Library System.

Selection Philosophy: The Washington County Free Library selects, maintains, and provides access to information, services, and materials in a variety of formats to fulfill the educational, informational, recreational, and cultural needs of the Washington County community. Since no library can possibly acquire all print and non-print materials, every library must, by necessity, employ a policy of selectivity in its acquisitions.

It is the function of the Washington County Free Library to provide materials for all citizens, inclusive of, but not limited to, age, sex, sexual orientation, or gender identity, religious or spiritual beliefs, race, ethnicity, disability, or national origin. Providing free access to these materials allows our entire community to explore, learn, create, and connect.

WCFL endeavors to provide a balanced and reliable collection covering a range of opinions across many subject areas; limitations are those of space and budget. A balanced collection provides information in a variety of formats and reflects the diverse interests, ideals, and needs of all segments of the community, and also allows for discovery, exploration and enlightenment. In order to achieve a balanced collection, selectors will exercise open-mindedness and flexibility when evaluating materials for inclusion into the collection. Selection is based upon established library principles. Labels, such as call numbers or genre designation, will be added only as viewpoint-neutral directional aids. Labels will not be added to materials as a value judgment or to warn of content or themes in an item. Because items move back and forth between branches, and within the three library systems covered by the Western Maryland Regional Library, all materials will not be available at all branches. Materials that are no longer used in one branch may be reassigned to another.

See Full Collection Development Policy

Local Voices Collection

To support and showcase the creativity of the local community, the Washington County Free Library has established the Local Voices Collection. Local writers, musicians, and filmmakers may donate their self-published or independently-published books, CDs, and DVDs for inclusion in the Local Voices Collection.

Submissions to the Local Voices Collection will be accepted through the Local Voices Submission Form located on the library’s website. Once the submission has been approved, submissions may be dropped off or mailed to the Fletcher Branch in Hagerstown, care of the Collection Management Department (more information on guidelines for this collection can be found in the Collection Development Policy above).

See Local Voices Submission Form

Material Reconsideration Policy

General: The Washington County Free Library’s (WCFL) materials are selected according to the parameters and framework provided by the Library’s Collection Development Policy. WCFL believes that books and other library resources should be provided for the interest, information, and enlightenment of all people in the communities we serve, and that libraries should provide materials and information presenting all points of view on current and historical issues in order to reflect the diversity found in contemporary society. Consequently, the collection may include material which is controversial or offensive to some. The Library acknowledges that occasionally patrons may have complaints or concerns about individual materials or categories of materials in the collection. WCFL will handle these concerns systematically and equally with due consideration as described in this policy, ensuring that the complainant is respectfully heard, while still adhering to the parameters of the Collection Development Policy and the fundamental principles of intellectual freedom, as expressed in the Library Bill of Rights and American Library Association (ALA) Freedom to Read and Freedom to View statements.

Because the WCFL adheres to the principles of intellectual freedom, it does not endorse particular beliefs or views, nor does the selection or retention of an item express or imply endorsement of the viewpoint of the author or content of the item. Library materials will not be excluded based on expressions, including, and not limited to those of race, religious or spiritual views, gender, nationality, politics, or social views, nor because of the race, nationality, sex, sexual orientation, or the political, social, or religious views, or other status, of the author.

Choice of library materials and resources for personal use is an individual matter. WCFL relies on each individual's freedom of choice to select or to not select materials for their needs. Any patron is free to reject materials for their own use if that patron does not personally approve of them.

See full Material Reconsideration Policy

Request for Reconsideration Form

As stated in the full Material Reconsideration Policy, patrons wishing to express a concern about library materials may do so at any WCFL location; all concerns will be forwarded to the Head of Collection Management. Those wishing a formal review of an item must fill out a Request for Reconsideration of Library Materials Form. The item will be reviewed by a team of library staff, including the Head of Collection Management and the Director of Operations.

The Washington County Free Library takes patron concerns about items in the collection seriously, and a response will be returned in writing. During the evaluation period, the item will remain in the library’s collection.

Requests for reconsideration of materials may come from individuals who reside in Washington County and have an active library card; WCFL will not consider requests for reconsideration of materials from groups of any kind.

Request for Reconsideration of Library Materials Form

Patron Use of Space

Welcome to your Washington County Free Library, we hope your experience with the Library is a positive one! Let's work together to create a safe, welcoming, and comfortable space for everyone.

To that end, please follow these basic rules of courtesy and responsibility during your library visit and respect the rights of other library users by:

• Observing library policies and the rules listed here.
• Avoiding any behavior that disrupts the work of staff and patrons.
• Cooperating with library staff who interpret and apply the rules.
• Understanding that physical and virtual library spaces are designed to be used for multiple purposes and are intended to be used by a diverse community of patrons.
• Providing proper supervision of children and vulnerable adults in your care.
• Respecting the use of designated service areas.
• Observing all federal, state, and local laws.

Full Policy for Patron Use of Space-Public

Policy for Photography and Filming

The priority of the Washington County Free Library is to provide library services to the Washington County community. The photography and/or filming described below is allowed only if it does not interfere with the provision of library services and is consistent with the WCFL’s mission statement and rules.

Photography or Filming in the Library

The Washington County Free Library allows for photography and filming of Library buildings, programs, or collections that does not invade the privacy of Library patrons or restrict their access to information and materials.

While the Library is a public place, it is considered a “limited public forum” under federal law. Public libraries may reasonably restrict the exercise of free speech rights in their buildings, particularly when the conduct would be disruptive to, or interfere with, other patrons or be inconsistent with the Library’s mission.

All people, regardless of origin, age, background, or views, possess a right to privacy and confidentiality in their library use. In order to protect the rights of individual patrons and to prevent disruptions, or interference, with their receipt of information, access to materials and/or programming, or to prevent conduct inconsistent with the Library’s mission, photographing and video or audio recording on library property are restricted as follows:

• Any persons filming in the Library must not harass, interrogate, question, or confront other library users, or invade a library patron’s privacy by filming or recording their reading or browsing activities in the process of the filming.
• Media are subject to the provisions of the Policy for Patron Use of Space and may not disturb the normal operations of the library.
• Photography or filming is prohibited in restrooms and all non-public areas (i.e., behind service desks, in staff offices and workrooms, and other staff-only areas), and no photographs or recordings shall be taken of a library staff member’s computer screen due to patron right to privacy.
• Any consent granted pursuant to this Policy to permit photography or filming may be revoked at any time upon failure to comply with terms of the Policy or other rules and regulations of the Library.
• Requests will be evaluated in terms of their impact on Library operations and services.
• In the event of a critical incident or emergency requiring police or fire response, public and media access may be limited to allow emergency personnel to ensure safety and security.

The terms above apply to the media as well as to amateur photographers and audio/video creators.

Full Policy for Photography and Filming

Privacy and Confidentiality

Thank you for visiting the Washington County Free Library’s (WCFL) website. Please read this Policy carefully before using library services, this website, or submitting information to us. By accessing library services or visiting this website, you indicate understanding that the collection, use, and sharing of your information is subject to the terms of this Policy. If you do not consent to the collection, use, and sharing of your information as described in this Policy, please take steps to avoid providing us with such information.

Protecting your library card and PIN/Password: Please notify the library immediately if your library card is lost or stolen, or if you believe someone is using your card or card number without your permission. We encourage you to protect your PIN/password for your privacy and security. Library staff are unable to see your account PIN/Password. If you forgot your PIN, please use the “Forgot my PIN” feature through the online catalog. If you do not have an email address listed on your library account, contact the library for assistance.

Keeping Account Information Up-to-Date: Please notify the Circulation Desk of the appropriate WCFL branch immediately of any changes to your personal information, in order to keep your account information up-to-date. If you believe that any information we are holding on you is incorrect or incomplete, please contact the library so that any inaccuracies can be corrected.

Privacy and Confidentiality Policy

The Washington County Free Library acknowledges the need for appropriate protection and management of Personal Identifiable Information (PII) and is committed to protecting the privacy of its users and ensuring confidentiality concerning the use of library services. This policy establishes guidelines and parameters for how WCFL collects, uses, shares, and safeguards Personal Identifiable Information gathered in the course of normal library operations, along with other privacy safeguards for library users. In the context of this policy, Personal Identifiable information is defined as any information that may be used to identify someone as an individual.

This policy is based, in part, on the ethics and practices of professional librarianship, in accordance with the American Library Association’s Code of Ethics. Privacy and public records obligations of the library are governed by all pertinent Maryland statutes, and by any applicable U.S. federal laws. Therefore, all policies and procedures therein will also be consistent with applicable federal, state and local laws.

In accordance with Maryland Code (Education § 23-108), the library prohibits inspection, use, or disclosure of any circulation record or other information about an individual, unless it is (1) necessary for the reasonable operation of the library; (2) written consent of the individual is provided; or (3) by subpoena or court order. What is reasonable for library operations is at the discretion of the Executive Director or their designee, and the methods of collecting that consent may vary by operation and/or circumstance.

In cases of extended data use not covered by the justifications above, the default will be that all patrons are opted out beyond what is needed for library core functions, unless patron consent is obtained. The fact of having a library account will not be considered agreement for the release of PII and the library will maintain a record of consent for as long as the patron account exists. The library is also responsible for providing enough information for the patron to be able to clearly manifest understanding and agreement with the data usage described in the opt-in, as further discussed in the Third-Party Vendor Services section below. Personal Identifiable Information collected through opt-ins, including mobile numbers, will not be shared, sold, or rented to third parties for marketing purposes.

Similarly, sharing patrons’ personal data to third parties or vendors will also be prohibited, unless express and informed permission is granted by each of the potentially-effected patrons. This, however, does not apply to aggregated data, where personal identification information of individual patrons has been fully removed.

For information and policies regarding privacy issues related to photography and/or filming in library spaces, see the Policy for Photography and Filming.

Collection and Retention of Personal Identifiable Information

While we make every reasonable effort to maintain the confidentiality, security and integrity of personal information that is obtained from users during the course of normal operations, the retention of some personal information by the library is necessary to carry out normal operations, including:

• Effective circulation of library materials.
• Internal record keeping.
• Assisting customers with their accounts.
• Notification and collection of fines and fees.
• Notification of outstanding holds.
• Aggregated statistical analysis of library users to improve services.
• Resolving cases involving violations of library rules and regulations.

WCFL collects and retains Personal Identifiable Information about patrons from various sources, including, but not limited to, the following:

• Information required to register for a library card.
• Information collected from participation in events and/or programs.
• Information about patron transactions made through the library’s ILS.
• Information collected from webform submissions.
• Information received from library server logs from patron browsers, including IP address, cookie information, and the page requested.

Setup and Maintenance of Patron Accounts

While patron social security numbers are never collected for any reason, the collection of PII to set up a library account and assign each patron a unique identity within the library’s ILS is necessary for library operations and protects patrons from fraudulent use of their library card and unauthorized access to their user history. It also allows patrons to access their library account and other library services. Such categories of information collected may include, but are not limited to, the following:

• Name
• Birth Date
• U.S. Mail and Email Address
• Phone Number
• Library Card Number
• History of applicable fines, fees, and/or overdue materials.
• Titles and/or items checked out to the patron.

In the normal course of events, information from patron accounts will only be viewed by staff or given to the cardholder or individuals referenced in the account and WCFL staff will not use, disclose, or inspect patron data, except as necessary to complete an assigned task or library operation. However, the following exceptions may apply:

• User information and titles of items currently charged to a record may be shared with a parent or legal guardian of a child under the age of 18.
• Materials on hold may be checked out by a family member on the original requestor's account if authorized.

In keeping with these confidentiality provisions, the library will not sell, lease, or otherwise distribute or disclose names, postal addresses, e-mail addresses, phone numbers, or other personal information for non-library purposes to outside parties, unless required by law or by consent of the account holder.

Credit Card Information

Credit card information will be confidential, and no information will be retained by the library beyond what is necessary to conduct account operations and provide patrons with the convenience of online payment options.

How We Use Cookies

A cookie is a small file, which asks permission to be placed on a computer's hard drive. The file is added, and the cookie tracks where you go while you are on the website. Cookies can also allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes, and dislikes by gathering and remembering information about your preferences.

The use of cookies is standard in designing and operating websites, in order to facilitate and customize user sessions by saving preferences and retrieving certain information previously provided by users to provide a better experience, along with statistical analysis purposes.

Like most other websites, WCFL does use cookies in the design and operation of its website. Any information gathered from cookies used on the library’s website will only be used for statistical analysis purposes. A cookie does not allow the library to access your computer or any information about you other than the data you choose to share. Patrons have the option of choosing to accept or decline cookies by modifying browser settings, however, this may prevent you from taking full advantage of the website and library services.

Web-Based Management Tools and Links to Other Websites

The library may also maintain or host web-based management tools, such as online forms, related to registering for a library card, updating personal information and/or asking reference questions. The Personal Identifiable Information collected and stored will only be used to maintain a patron library account and to communicate with them. It is not made available to any other entity outside the library, except as required by law or by consent of the account holder.

WCFL uses Google Analytics to inform and optimize the library’s site based on user actions. The library tracks information such as IP address, browser type, operating system, the date and time of visit and the pages a user visits during a session. This kind of information is not be associated with any individual person or entity and is only be used to improve the library’s website or provide better customer service. Patrons may opt out through the browser settings.

WCFL’s website may also contain links to other websites. The library does not control these other websites and cannot be responsible for the protection and privacy of any information that is provided from public computers. Patrons are advised to exercise caution and look at the privacy statement applicable to the website in question.

Third-Party Vendor Services 

The Washington County Free Library contracts with third party vendors to provide expanded services, such as digital collections, research databases, streaming media content and devices able to be connected to the internet. As mentioned above, the sharing of patrons’ personal data to third parties or vendors is prohibited, unless express and informed permission is granted by each of the potentially effected patrons. Library patrons who choose to use these library-sponsored third-party services agree to opt-in by choosing to use those services.

WCFL makes a concerted effort to ensure that the library’s contracts, licenses, and off-site computer service arrangements reflect the library’s policies and legal obligations concerning user privacy and confidentiality. However, it should be noted that the library has no power to ensure compliance by third party vendors and that third party vendors may gather and disclose patron information according to their own policies. This information may include, but is not limited to, the following:

• Personally Identifiable Information users knowingly provide, including when registering for the site, providing feedback and suggestions, and/or requesting information or creating shared content.
• Other information that could be used to identify a library user, such as their IP address, search history, location-based data and/or device ID.
• Non-personally identifiable information, such as ad views, analytics, browser information (type and language), cookie data, date/time of a request, demographic data, hardware/software type, interaction data, serving domains, page views and the web pages visited immediately prior to visiting the site.
• Other data that third party services may collect as described in the vendor’s privacy policy and terms of use.

As such, patrons are given an informed opportunity to opt-in or opt-out of data usage of Personal Identifiable Information, with the default being that patrons are automatically opted-out until the library is notified otherwise. No promotional emails will be sent to patrons without consent in the form of an authorized opt-in and PII will only be given to third party vendors through direct patron choice or in the case of an authorized opt-in.

Public Computer Use

Any information gathered through the patron use of the public computers is temporary for the length of each individual session and there is no link between your library card number and what was viewed once you have logged off. However, when browsing and otherwise using the public computers, keep in mind that these are public machines and that users have some responsibility for protecting their privacy. Individuals are responsible for logging off when their session is finished, in order to protect their privacy and ensure that other individuals are not using a library workstation still logged on to someone else's account.

Artificial Intelligence

The Washington County Free Library is dedicated to the ethical use of Artificial Intelligence (AI). Any use of AI will be done transparently, and users will be informed when they are interacting with an AI system. In cases where AI may be used in other ways, special consideration will be given to protecting patron data and all Personal Identifiable Information, in particular. To this end, no personally identifiable information will be used for AI technology datasets or generative prompts.

Any AI technologies used by WCFL will comply with all applicable local, state, and national laws and regulations, and will be regularly reviewed to ensure ongoing compliance with legal and ethical standards.

Surveillance Cameras

For the protection of Washington County Free Library patrons and staff, the library reserves the right to have surveillance cameras in library facilities, as needed, including temporary digital storage of camera footage. As a result, the actions of patrons and staff in and around library buildings may be monitored by cameras.

All digital recordings are temporary and will be erased according to a regular schedule. When necessary, recorded images may be provided to law enforcement upon receipt of a legally authorized subpoena or court order, and in accordance with all applicable federal, state and local laws, for the purpose of investigating or prosecuting criminal activity. To protect patron privacy, cameras are located where library users would not have a reasonable expectation of privacy, such as entryways and public seating areas. Cameras will not be installed in areas where members of the public and staff would have a reasonable expectation of privacy, such as restrooms.