Institutional Service Loan Policy

The following policies govern the circulation of books, magazines and equipment to eligible blind and/or physically handicapped readers registered with the North Carolina Library for the Blind and Physically Handicapped (NCLBPH). Eligible readers who borrow materials from the library accept responsibility for using materials with reasonable care, returning them to NCLBPH according to the policies stated below, and not losing or damaging library materials or equipment through negligence. Violation of this policy can result in suspension of some or all library services.


Braille books, recorded books, large print books and specialized playback equipment will be loaned by this library without charge to registered institutions serving eligible readers, and this library will keep records of all such loans. The institution must have a designated staff member responsible for administering the deposit collection of equipment and other library materials. The institution should notify the library of changes of address or responsible party, or a desire to cancel the service.


Equipment necessary to read the recorded materials may be borrowed by institutions on extended loan when there is sufficient stock to meet these requests, and as long as the institution serves eligible readers reading at least one book or magazine per year provided by the library. Otherwise, the equipment must be returned to the library.

It is the borrowing institution's responsibility to ensure equipment is properly cared for and kept free of damaging substances or infestation. In the event that a machine ceases to function properly or needs repair, it should be returned to the library for repair or replacement. Under no circumstances should a borrower attempt to repair the playback equipment or accessories. When possible, the borrower should inform the library of the reason for any equipment return.


The loan period for books borrowed by institutions for deposit collections is three months. Borrowing institutions are encouraged to return each book as soon as it is no longer needed, to ensure a smooth flow of books to the institution. No fines for overdue books will be levied; however, borrowers are urged to observe the three month loan period, so books can be available for other readers.

Institution deposit collections of large print books will be limited to older titles in the library's collections. Institutions that, after offering large print deposit collection service, determine a specific individual, requires the full range of large print titles available from the library should submit an application for that reader.

A minimum and maximum number of books in each format (braille, audio and large print) to be charged to the borrower at one time is determined by the library, based on the number of people served, the rate if circulation, the availability of stock at the library, and as desired by the borrower. The library reserves the right to limit an institution's maximum number of books to ensure adequate service and collection availability for all patrons. Once a borrower reaches the maximum number of books, no additional books will be sent until books are returned. The responsible party at the institution should contact the library to adjust their minimum and maximum number of books to meet the borrower's reading needs. Unless otherwise requested by the borrower, for each book returned in each format, a replacement book will be sent to the borrower.

Borrowers are urged to return each cartridge in its original container. Damaged items should be marked or reported to the library prior to returning the item. To mark a damaged cartridge and place a rubber band around the cartridge. Damaged braille or large print books should be reported to the library prior to returning the book. The institution should notify the library if they would like to receive a replacement copy for a damaged book.


Magazines are provided to borrowers in two ways. Magazines which are mailed in containers bearing a return mailing card are circulated to multiple readers through this library. These magazines should be returned to the library by flipping the card over and reinserting it into the slot on the mailing container. The loan period for magazines bearing return mailing cards is two weeks. Other magazines are mailed to borrowers directly from the producers. These magazines will have no return card, only a borrower address label affixed to the container. These magazines should be returned to the library.

Service to Individuals within an Institution

If, after offering deposit collection service, the institution identifies an individual whose reading needs are not met by the deposit collection and who is able to assume individual responsibility for library materials and equipment, the institution should submit an individual application for library service for that reader. Equipment and books loaned to readers served as individuals are assigned to the individual alone and must be returned to the library before being borrowed by others in the institution.

Other Information

Institutions may not lend library books, magazines, or equipment to persons other than those who meet the library's eligibility requirements. The institution will ensure that books, magazines, and equipment being returned to the library by free matter are delivered into the hands of the United States Postal Service by being placed in a mailbox or delivered to the the post office. No postage is needed to return any library materials ot equipment. All pre-printed library mailing cards and labels used to return materials are marked FREE MATTER FOR THE BLIND to allow free mailing.


In the event of suspension, the following steps will be taken:

  1. The library will first discuss the problem noted with the designated institutional staff member by telephone or in person, then will send a warning letter which summarizes the discussion and the problem and provides an opportunity for reply.
  2. If service abuse recurs, a second written communication will be sent to the designated institutional staff member citing the earlier warning letter, listing examples of subsequent abuse, giving an opportunity to reply by a certain date, and then suspending the service for a stated period (up to 6 months). A specific date for resumption of service will be included in this letter.
  3. Once notified of service suspension, it will be the institution's responsibility to contact the library for resumption of service on or after the date specified in the suspension notice. Any further recurrences will result in another suspension of service as it relates to the documented abuse.

Questions About Service or Policies

Any questions regarding library service or policies may be answered by calling the library on our toll-free number, 1-888-388-2460. You may also reach us in the following ways:

Department of Natural and Cultural Resources
State Library of North Carolina
Library for the Blind and Physically Handicapped
1841 Capital Boulevard
Raleigh, North Carolina 27635
VOICE: (919) 733-4376 (Raleigh area residents)
Toll-Free: 1-888-388-2460 (Nationwide)
TDD: (919) 733-1462
FAX: (919) 733-6910