Cardholder Terms and Conditions


General Policy Statements

Any person who lives in the Guilderland Central School District (GCSD) or pays property taxes in the Town of Guilderland is eligible to receive a Guilderland Public Library card free of charge. 

Guilderland Public Library is a member of the Upper Hudson Library System (UHLS), a cooperative of twenty-nine public libraries serving Albany and Rensselaer Counties. Any person who lives within either county is eligible for an Upper Hudson Library System card. A resident Guilderland Library Public card or Upper Hudson Library System card may be used at any member library.  

The above status entitles you to one Guilderland Public Library card OR one UHLS card. The Library will merge or delete the records of any user found to have multiple active cards.

All materials borrowed must be returned on or before the due date. Most circulating material can be returned to any member library location. Likewise, pickup of holds and payment of fines and fees may take place at any library location.

All borrowers are responsible for any fees and charges associated with library items returned damaged or designated as lost. Overdue fines are no longer charged for items checked out at our location. Some member libraries, however, do still charge overdue fines and borrowers are responsible for any such fees.

Cardholders are responsible for all materials borrowed on their card, all use of the card, and all charges made against it, until the card is reported lost to the Library.

Photo identification and proof of residence are required to apply for a library card. Post office boxes do NOT serve as proof of residence, and they are not accepted as mailing addresses when signing up for a library card online.


Eligibility Requirements

When applying for a library card in person, or validating a card received in the mail, an applicant must show photo ID (with full name and date of birth shown) and proof of residence.

When applying for and validating a library card, the following valid New York State IDs may be used as sufficient photo ID and proof of residence, given information is current and the documents are not expired:

  • Driver’s License
  • Learner Permit
  • Non-Driver ID Card

If the above documentation is not current and thus not sufficient in serving as both photo ID and proof of residence, any combination of photo ID and proof of residence from the lists below may be submitted by the applicant, provided they are current and not expired.

Photo ID:

  • Driver’s License or learner permit
  • Non-Driver ID Card
  • Passport
  • Alien Registration Card
  • CAC or Uniformed Services ID Card
  • NYS Common Benefit ID Card

Proof of Residence:

  • Driver’s License or learner permit
  • Non-Driver ID Card
  • Utility bill*
  • Bank Statement*
  • Rent bill or lease agreement
  • Tax bill*
  • NYS motor vehicle registration
  • First class mail*

*Must be postmarked or otherwise dated within the past two months

Cardholders are required to report change of name or address information promptly.


Juvenile Borrowers

Children ages 0-15 must have their application completed and submitted by an accompanying parent or legal guardian, who can provide photo ID and proof of residence on their child’s behalf.

If teens ages 16 or 17 are unable to provide any of the aforementioned documents, they may also have an accompanying parent or legal guardian provide photo ID and proof of residence in their stead.

Parents and legal guardians assume responsibility for all fees and charges associated with library items returned damaged or designated as lost on a child’s card.


Homebound Program

This program is for individuals who can use regular library materials, but are unable to leave their homes due to a long-term or permanent disability. Applications are available at our Information Desk or by calling 518-456-2400 x 3.


Non-Resident (Out-of-System) Borrowers

Non-residents (who do not live in Guilderland or elsewhere in Albany County or Rensselaer County) who are employed or attend university within the Guilderland Central School District may be issued a courtesy out-of-system card. In addition to photo ID and proof of address, these individuals will need to provide current documentation of their employment or student status within the GCSD. These cards have a one-year expiration date.

Non-residents who are active members or veterans of the United States military are eligible for a courtesy out-of-system card. In addition to photo ID and proof of address, these individuals will need to provide proof of active military or veteran status. These cards have a three-year expiration date.

All other non-residents who do not meet any of the qualifications above may pay for an out-of-system Guilderland Public Library card. For pricing information, please contact the Access Services Department at 518-456-2400 x 2.

All non-resident, out-of-system cards issued by Guilderland Public Library are valid at our location only.

 

Renewing or Validating Your Library Card

All resident adult and youth library cards in the Upper Hudson Library System expire and must be renewed every three years. Expired cards must be renewed/validated before they can be used to borrow materials or access online resources. 

If you still have your card, but it is expired and you wish to renew it, there is no need to apply for a new card. You can call, email, or visit the Library and a staff member will renew your library card if your account is otherwise in good standing. 

If you received your Guilderland Public Library card in the mail, your photo ID and proof of address must be validated in person or via email before your card can be used to borrow materials. 

Resident Guilderland Public Library cardholders that are in good standing at the end of each year (owing less than $1 in fees and no overdue materials), have used their card in the last 12 months, and have a valid email address on file will have their card automatically renewed and you will not need to visit the Library. 

All non-resident borrowers will need to repeat the same procedure for obtaining a card to renew their cards once expired.


Lost  Library Cards

When you register for a Guilderland Public Library card, you accept responsibility for all items on the card, all use made of the card, and all charges made against it until your card is reported lost. Therefore it is to the patron’s benefit to report the loss or theft of a library card immediately.

Report lost cards by phone, in person at any Upper Hudson library location, or by email.


Library Notices

UHLS libraries provide an automated notification service for held items, overdue materials, and other service-specific purposes. Notices are available via email, telephone, mail, and/or text message.

Additionally, notices for overdue billed items will be sent to the mailing address on record at the Library. It is the responsibility of the borrower to notify the Library in person or via email or telephone if any of their contact information changes. If any notices mailed to your address on file are returned and marked undeliverable, your card will be blocked until you have provided the Library with a valid change of address.

Note: Borrowers who receive their notices by email should make sure that emails sent from addresses with @guilderlandlibrary.org in the sender information are allowed through any filters they may have in place for their inbox. Additional notices may be sent by addresses from other member libraries.

Library notices are sent as a courtesy. Failure to receive a notice does not absolve the borrower from any fines or fees accrued on their card.