Cardholder Terms and Conditions

General Policy Statements

Any person who lives, works, attends school in the Guilderland Central School District, or pays property taxes in the Town of Guilderland is eligible to receive a Guilderland Public Library card free of charge. Use of a Guilderland Public Library card is non-transferrable, i.e., can only be used by the person whose name appears on the card unless use permission is submitted in person to the Library.

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

Any organization that operates in the Town of Guilderland is eligible to apply for a Guilderland Public Library Agency card free of charge valid for one year.

All materials borrowed must be returned on or before the due date. The Guilderland Public Library offers universal returns – most circulating material can be returned to any Upper Hudson library location in Albany and Rensselaer County. Likewise, pickup of holds and payment of fines and fees may take place at any library location.

Fines are charged for items returned after their due date.

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.

*Note: Post office boxes are not accepted as mailing addresses when signing up for a library card online. If you use a post office box for mailing you will need to apply for a library card in person. Photo identification and proof of residency will be required to apply for the library card. For more information call the Access Services Department at 518-456-2400 x2.

Eligibility Requirements

When applying for a Guilderland Public Library card in person, or providing proof of their identity to validate a card received in the mail, an applicant must show current photo ID. To apply for a card:

The following valid New York State IDs may be used for validating Adult library cards:


  • Current driver’s license
  • Current photo learner’s permit
  • Current non-driver’s identification


Young Adults (ages 13-17) may show the same ID as adults. Alternatively, young adults may present 1 of the following, provided name and photo or name and address are included in the documentation:


  • Current school photo ID
  • Current report or program card
  • Working papers


If the above documentation is not available, any 2 of the following forms of identification are acceptable for adults and/or young adults, provided one shows a photo and name and/or signature and the other the applicant’s current address:


  • Current college or university photo ID card
  • Current employee photo ID card
  • New York City welfare ID card
  • Current Armed Services ID card
  • Alien Registration photo ID card
  • Current passport
  • Medicare/Medicaid card
  • Professional, vocational or union photo ID
  • Active Military or Veterans card


Children ages 0-12 must have their application completed and submitted by a parent or guardian, who can provide the above identification/address validation on their child’s behalf.

The name provided to verify your identification must match the information entered on the application.

The same identification must also be presented when replacing a lost card. Cardholders are required to report change of name or address information promptly.

Special Notes on Young Adult Borrowers

  • A parent/guardian may verify his/her child’s age in the absence of identification.
  • Parents/guardians are responsible for the lost or damaged materials borrowed by their children.
  • Young Adult borrowers have access to the same library materials as Adult borrowers.
  • Online applications for young adults under the age of 16 will not be accepted.
  • Parents/guardians of teenagers between the ages of 13 and 16 may be given information about overdue materials only, upon presentation of the youth’s library card barcode number, printed overdue notice, or personal identification that confirms that the adult is the youth’s parent/guardians.

Special Notes on Juvenile Borrowers

  • Children must be present to receive their library card.
  • A children’s application form must be submitted by a parent or guardian. When completed, valid identification/address verification must be presented by the parent or guardian on behalf of the child.
  • Online applications for children will not be accepted.
  • Parents/guardians are responsible for the lost or damaged materials borrowed by their children.
  • Parents/guardians of Children between the ages of 1 and 12 may be given information about overdue materials only, upon presentation of the youth’s library card barcode number, printed overdue notice, or personal identification that confirms that the adult is the child’s parent/guardians.

Special Notes on Organizational Borrowers

  • Cards of this type are available only to organizations located in the Town of Guilderland.
  • Cards of this type are restricted to Guilderland Public Library use.
  • In order to receive an organizational borrower’s card, a brief letter of request on organizational letterhead must be submitted along with the completed application form. The authorized person who submits the application must show identification and his/her name will be added to the record alongside the name of the organization.
  • Only one card will be issued to any organization. The organization will be responsible for all materials borrowed.
  • If the organization has a change of address or phone number, or the card is lost, the Library must be notified immediately.
  • All regulations of the Guilderland Public Library apply to the organizational borrower’s card.
  • Organizational cards are valid for one year.

Special Notes on Homebound Borrowers

The Homebound program is for individuals who can use regular library materials, but are unable to leave their homes due to a temporary or permanent disability. Applications are available at the Guilderland Public or by calling (518) 456-2400 x 3.

Special Notes on Non-Resident (Visitor) Borrowers

  • Visitors from out-of-system or abroad are welcome to use the Library’s resources on-site. Non-residents may be issued a visitor’s library card on-site, with a one-year expiration date.
  • In order to qualify for a one year out-of-system card applicants must present photo id and proof of address (i.e. passport and utility bill) for their locality.
  • The Guilderland Public Library charges for out-of-system cards. For pricing information please contact the Access Services Department at 518-456-2400 x 2.

Renewing or Validating Your Library Card

  • All adult, teen and child library cards for cardholders 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, download content, access online databases, or use library computers.
  • If you still have your card at the date of its expiration and you wish to renew it, there is no need to apply for a new card. You can call or visit the Library and one of our staff will renew your library card.
  • The above-mentioned forms of identification must be presented to renew or validate your library card. Additional required information may be requested by the Library as needed.
  • Organization cards expire after one year.
  • Library accounts in good standing at the end of each year (owes less than $1 in fees and no overdue materials), have been used in the last 12 months, and have a valid email address will be automatically renewed for an additional year and you will not need to visit the Library.

Linking Your Record

Applicants for a library card are given the option to “link” their record to another patron on our application form. This service allows increased ease of navigation between cardholders belonging to the same family. Note that linking patron records is solely intended to expedite circulation transactions by allowing for quick navigation between one linked record and the next.

Linking records does not give a patron the ability to view, request or borrow items on a card belonging to a patron to whom they are linked.

In situations where one patron (e.g. a spouse) would like to be authorized to collect requested items held by another, both patrons must first confirm this in person with a library staff member. A note stating the name of the person who will pick up items on your behalf will then be placed on the records of both patrons. The cardholder is responsible for all checked out material.

Lost and Replacement 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. The Library must have a record of your card having been reported lost, or it is not considered lost. Therefore it is to the patron’s benefit to report the loss or theft of a library card immediately.

There is no cost of replacing a lost or stolen library card.

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

Library Notices

The Guilderland Public Library provides a notification service for held items, overdue materials and other service-specific reasons. Notices are available via telephone, e-mail, and/or text message and the method by which you receive them is defaulted to email. Additionally, notices for overdue billed will be sent to the mailing address on record at the Library. It is the responsibility of the borrower to notify the Library if any of their contact information changes.

If you receive a paper bill notice for a lost or overdue item and the address listed on the notice is no longer up to date, you may mail, call, or email your corrected address. Your card will be blocked until you have updated the change of address.

Note: In the case of borrowers who receive their notices by e-mail, it is their responsibility to make sure that e-mails sent from addresses with in the sender information be allowed through any filters they may have in place on their Inbox.

Library notices are sent as a courtesy. Failure to receive a notice does not absolve the borrower from any fines or fees attached to their patron record.