All library users need a valid Manitowoc Calumet Library System (MCLS) card to check out materials.  Staff should use diligence in checking materials out to people without the physical card.  In the absence of a library card, ask for a photo ID or, if that is not available, ask for personal information such as an address and birth date.  Do not provide the patron with information and ask them if the information is correct.  Patrons must provide the information without prompts.

Service Desk Staff are responsible for:

• Issuing library cards
• Verifying information including identification, addresses, and Voter Township
• Renewing library cards
• Replacing lost cards

Application Forms

The Manitowoc Public Library Card Application form is used for registering most patrons for a library card including:

• Adults- 18 years or older
• Club- No age limits
• Juvenile- 0-12 years old
• Temporary- 18 years or older and living temporarily in Manitowoc
• Young Adult- 13-17 years old

The Manitowoc Public Library Application for Teacher/Educator Card form is used to register teachers and educators but can also be used at the same time to create a personal library card for the teacher.

User Registration

•  Check to see if the patron requesting a card already has an MCLS card.  MCLS libraries include:  Brillion, Chilton, Kiel, New Holstein, and Two Rivers (Lester).  Ask the person if they have ever had a library card from us or another library in the area.  Ask for ID.
  • If they don’t have ID, ask for personal information including a name and birth date.
• In Workflows, click on Display User or Check Out.
• Click on the icon of the human near the top left of the monitor above the User ID box.
• Enter the name of the person requesting the card in the Search for box.  Click on Search.
• If the patron has previously been issued a card but can’t find the card, a replacement card can be issued for a charge of $2.00.

• If the patron is not found on Workflows, give the patron a Manitowoc Public Library Card Application form.  Ask the patron to fill out the front and the back of the form.  Explain that they will need proof of residence with their current address.
  • Acceptable sources of proof of residence include a driver’s license, State photo ID, passport, a military ID, utility bill, phone bill, rental agreement, lease, or other mail.  Images on cell phones of these documents are acceptable.
  • If the patron does not have any proof of address and wants a card as soon as possible, we can offer to mail an application form to their address and they can bring in the envelope in which the form was mailed as proof of address.

• Click on User Registration.
• Scan a new library card.
• Select the appropriate Profile Name.  The choices include: Adult, Juvenile, YA (Young Adult), Club, Teacher, or Temp

Basic Info

• Enter the name as it appears on the person’s application.
  • Use the full middle name if there is another patron who has the same first and last name.
• Select the appropriate Profile name from the dropdown box

Note:

When issuing a Club card, enter (C) after the patron’s name to indicate Club card.

When issuing a Teacher card, enter (T) after the patron’s name to indicate Teacher card.    

Privilege

• Privilege indicates the length of time before a card will expire and need to be renewed.  The date is generated automatically and is 18 months.
• Enter a PIN number which is typically the last four digits of the patron’s phone number.
• Click on Check for Duplicate User to verify that the patron does not have another library card.  This feature will look for similar names.
• Enter a p in the Override box in order to be able to save the information after it has all been entered.

Demographics

•   Enter the date of birth and the Voting Township in the Demographics field.
  • Select the date from the drop down calendar or type in the date using forward slashes to separate the month, day, and year.  For example: 01/01/2001.

• To determine the Voting Township, click on the Find My Polling Place icon at a Service Desk computer.   https://myvote.wi.gov/enus/FindMyPollingPlace    
• Enter the address and click on Search.  The results will show a voting location and the city, town, or village of that location.  Enter the city, town, or village by using the UserCat drop down boxes in the Demographics field.
  1. Patrons with out-of-state addresses are given the profile OUTOFSTATE which can be found in the UserCat1 drop down box.

Addresses

• Enter the street address in the first Street box.   

• If there is a P O BOX, enter that in the first Street box and enter the address in the Street2 box.

• Enter the City, State, Zip code, phone number and, if given, the email address.

Note:  

Extended Information

• Check on the back of the application form to find out how the patron would like to receive notifications.

• If by phone, type PHONE in the NOTIFY_VIA box.
• If by email, type EMAIL in the NOTIFY_VIA box.
• If by text, type a T before the phone number in the Addresses field and PHONE in the NOTIFY_VIA box.

Juvenile and YA cards

Applicants under 18 years of age must be accompanied by a parent or legal guardian with proper identification.   The parent or legal guardian is responsible for the selection and return of materials borrowed by the minor child or legal ward to whom the card is issued and all fines and fees.

• Enter the Guardian’s name in the Guardian box.
• Enter the Guardian’s birthdate in the box below the guardian’s name.  Select BIRTHDATE from the dropdown box.

OPTIONAL CONSENT FOR APPROVED USERS

Patrons may sign the consent found on the back of the Manitowoc Public Library Card Application form, which authorizes others to do business on the cardholder’s or their own behalf.

In a NOTE box, list the person or people that were approved to use the card.

Save

After entering all of the information, click on Save at the bottom of the screen.

Completed Forms

• After the patron has been registered and the information has been saved, fill out the FOR STAFF USE ONLY portion of the application form found at the bottom of the front of the application form.
•  Enter the barcode assigned, the input date (the date the card was assigned), your initials, the profile name of the patron (A for adult, etc.) and the voting township is indicated in the User Cat. 1 spot.
• Put the completed form in the library cards form drawer at the Service Desk.

Special Library Cards

Club Cards

Homebound Cards

Teacher/Educator Cards

Temporary Cards

Club Cards

The only club members that have been issued club cards are CLIO Club members.  The original CLIO Club members founded the first public library in Manitowoc in 1900.   Current members read books and report on the books to other members at regular monthly meetings.

Club cards allow club card holders to check out all items except for DVDs for six weeks.  DVDs are checked out for the normal 7-day loan period.  One renewal is allowed per item.

Club card holders are not charged overdue fines but are responsible for replacement costs of lost or damaged items.

Club cards may also be issued to institutions who work with individuals with special needs and to individuals with special needs on a case-by-case basis, who would benefit from the special loan periods and fine schedule.  These individual patrons must receive permission from the Public Services Manager to get a Club card.

Homebound Services/Special Needs Library Cards

Homebound Services Cards are issued to patrons unable to use regular library services because of a disability, medical condition, or age-related frailty.  Materials checked out with a Homebound Services Card for Individuals will be delivered and picked up by a Manitowoc Public Library volunteer every four weeks.

Homebound Services Card Registration and anything to do with Homebound Services is taken care of by the Homebound Service staff.   Patrons with questions about the service can be referred to Homebound Services staff.  Their phone number is 686-3040.

Teacher Cards

Teachers, instructors, daycare providers, homeschoolers, and other adults who work with children and students in the Manitowoc-Calumet Library System area are eligible for Teacher Cards.

The following materials may be checked out on Teacher Cards for one eight-week loan period, and may not be renewed:

• Audiobooks
• Books
• Concept Kits
• Flannelgraphs
• Magazines
• Music CDs
• Toys

These items are subject to overdue fines of 20 cents per day.

Other materials that may be checked out to a Teacher Card:

Educators are responsible for replacement costs of lost or damaged items.

Multiple Copy Request using a Teacher Card

Teacher Cards may be used to borrow multiple copies from within the Manitowoc-Calumet Library System.  If additional copies are needed from outside of the Manitowoc-Calumet Library System, teachers may use a personal card.  Up to 15 multiple copies can be requested.

Temporary Library Cards

A temporary library card is designed for adults (18 years or older) temporarily living in the Manitowoc area.  If the eligible applicant is residing in transitional housing, they will be required to provide a letter from the agency providing the temporary housing/shelter.

The temporary library card will expire after 90 days, but may be renewed one time if there are no fines or fees.

If an eligible applicant is residing in transitional housing and would like to renew the temporary club for an additional 90 days, they will be required to provide a second letter from the agency providing the temporary housing/shelter to verify that they will continue to reside at the temporary housing for another 90 days.

See Library Card Renewals below.

A temporary card can be changed to an Adult card if there are no fines or fees and the patron provides proof of a permanent local address.

• Using Workflows, click on Modify User.
• Click on Basic Info.
• Under Profile Name, use the dropdown box to change the status from TEMP to ADULT.

Temporary Library Card holders…

• will be allowed to check out 3 DVDs for a 7-day loan period but NO series DVDs and 7 other Manitowoc Public Library items including books, CDs, etc. for a 21-day loan period
• will be subject to the same fines and fees as a regular card holder
• will be allowed access to the library’s internet computers
• will NOT be allowed to place holds

Library Card Renewals

Library cards expire every 18 months and need to be renewed. 

There are several methods for renewing a library card.

Method 1

• In Workflows, Click on Renew Privilege under Users.
• Enter the card number.
• Ask the patron for their address, phone number, and email address (if one was added previously).  
• If the patron says that the information is correct:

• Click on Extend privilege on the bottom of the screen.

• If the patron needs to update any information:

• Click on Extend privilege on the bottom of the screen.
• Close the Extend privilege pop-up box.
• In Workflows, click on Modify User.
• Click on Addresses and update the information.
• Click on Save (o).

Method 2

• In Workflows, click on CheckOut listed under Common Tasks.
• Enter the card number.

• A pop-up box will appear if the patron’s card has expired.

• Click on Review User Record.  
• Ask the patron for their address, phone number, and email address (if one was added previously).

If nothing has changed

If the patron needs to update any information:

• Click on Extend privilege (o) at the bottom of the pop-up box.
• Close the Extend privilege pop-up box.
• In Workflows, click on Modify User.
• Click on Addresses and update the information.
• Click on Save (o).
  
  

Method 3

• In Workflows, click on Modify User listed under Users.
• Enter the card number.
• Ask the patron for their address, phone number, and email address (if one was added previously)

If nothing has changed

Click on Privilege 

• Enter the new expiration date in the Privilege expires box
  • Enter manually or use the drop down calendar
• Click on Save (o).
  
  

If the patron needs to update any information:

• Click on Addresses and update the information
• Click on Privilege
• Enter the new expiration date in the Privilege expires box

• Enter manually or use the drop down calendar

• Click on Save (o)

Note:

Library cards can be renewed over the phone or by email. 

Lost Cards

When lost library cards are found or turned in at the Service Desk:

• In Workflows, click on Modify User.
• Enter the library card number.
• Click on Extended Info.
• Add a Note indicating the lost card has been put in the lost card drawer at the Adult Service Desk.  Example:   MPL  Today’s Date  Your initials   Lost card in lost card box at the Adult Main Service Desk
• Call the patron’s phone number and tell them or leave a message that their lost library card is available for them to pick up at the Adult Service Desk.
• Attach a piece of post-it tape to the card and write the patron’s name and date on the tape.  File the card alphabetically by last name in the lost card box alphabetically by last name in the lost card box at the Adult Main Service Desk

Lost Cards Reported

When a patron reports that their card was lost (or stolen):

• Verify the patron’s information.
• In Workflows, click on Modify User which is listed under Users.
• Click on Extended Info.
• Enter a Note explaining that the patron notified us that their card was lost.
• Click on Basic Info.
• Change the Profile Name to LOSTCARD.
• Click on Save(o).

Replacing Lost Cards

When a patron reports a lost card and wants a replacement:

• Ask the patron for ID.

• If the patron doesn’t have ID available, ask for personal information such as an address and birth date.
• Verify that the personal information is still accurate.

• Using Workflows, click on Modify User.
• Highlight the old card number in the User ID box and scan a new card.
• There is charge of $2.00 for replacing a lost card.
• Click on Save (o). 

Replacing worn out Cards

When a patron’s card has worn out from normal use, replace the card at no cost.

Hmong and Spanish Language Application Forms

We offer library card application forms in both Spanish and Hmong.  They are kept in the drawers with regular application forms.

Providing new library cards by mail during Curbside Service

For new Library card applications sent to mplservice.org

• Print the application
• Check to see if the patron has an account. Verify using birthdate

NOTE: We do not mail replacement cards (we provide their current info-see directions)

We do not mail cards to anyone under 18. Respond via email provided to inform them.

If the patron has an account

• Update patron info based on the application information
• Email the patron their current barcode number and PIN
• Inform patrons that they will need to get a replacement card once we open
• Shred the application (place in waste basket designate for shredding)
• Delete the online application from mplservice

If the patron does not have an account

• Use the information from the online application to create a new card using WorkFlows
• Mail the card to the patron using the address on the application

• The envelopes are kept next to the new library cards at the Main Desk near the East computer

• Include the note on green paper, listed below
• Include our basic information bookmark
• Enter a note in the patron’s record that a card was mailed to them. Note this on the application as well.
• Save the printed application with other completed applications in the drawer at the Main Desk near the East computer station

• Delete the email application from mplservice

Library card application requests by voice mail or phone

If they have an account

• Call and verify all of the information in their account

• Ask them for the information instead of reading it to them and asking them if it is correct

• Provide them with their barcode and pin number after updating their account

If they do not have an account

• Ask them to fill out an online application
• Use the information from the online application to create a new card using WorkFlows
• Mail the card to the patron using the address on the application

• The envelopes are kept next to the new library cards at the Main Desk near the East computer
• Put the envelopes by the postage machine for mailing

• Include the note on green paper kept near the envelopes and stamps

• Here is your new library card!
• Please sign the back of the card.
• Your account number (barcode) is the long number on the back, starting with 23128
• You will use this to access databases, place holds, etc. Do not use spaces-just type in all of the numbers.
• The other information that you need to know is your PIN number. This number is the last 4 numbers of the phone number you provided to us. If your phone number is 
• 920-123-5555, your PIN number would be 5555.

• Include our basic information bookmark
• Enter a note in the patron’s record that a card was mailed to them. Note this on the application as well.
• Save the printed application with the other applications in the drawer at the Main Desk near the East computer station
• Delete the email application from mplservice

NOTE:  Do not provide the barcode and pin to the patron via email or phone before they receive the library card in the mail.  Receiving their card by mail is their proof of address.

If patrons can’t apply online

• Mail a paper application to them along with a postage paid envelope addressed to MPL for them to return the application to us

• The envelopes and stamps are kept next to the new library cards at the Main Desk near the East computer