Account requirements

April 2025

Quick Facts

  • Exceptions:
    • Exceptions must be documented in the patron record to avoid having the account blocked by other staff. In the Extended Info tab, add or update a HISTORY field with a brief explanation of the exception.
    • If a patron can't meet address or identification requirements for security or physical reasons, an exception may be made on an individual basis by a PIC, supervisor, or the contact center staff.
    • A patron may use an Address Confidentiality Program, a Salem PO Box address, for safety. Add a HISTORY field saying "Address OK."
    • Most patrons must be present to receive a new or replacement library card. Exceptions to this requirement include students who are registered by a teacher, patrons on active military duty or patrons who are unable to come to the library and do not qualify for Home Delivery (formerly Library Outreach Services/LOS). Questions? Ask Contact Center staff.
  • There is no requirement for length of residency. Patrons staying in the free service area, even for a short time, may get library cards.
  • Students who live or go to school in the free service area may already have free Library Connect accounts. They do not need to get a 21168 card.
  • Teachers who live or teach in the free service area may receive free Educator cards.
  • Jump to requirements for: address, physical presence, name, birth date, and identification. 

Policy

The library will issue a library card free of charge to any applicant who meets the following requirements.

 

Address

The applicant is a resident of the free service area, even if for a limited time. There is no requirement for length of residency. Proof of address is not required, and patrons may use mail service, general delivery, PO Box, or any other address where they can receive mail.

Options if residential address is not available

  • Use a PO box.
    • PO Boxes may be U.S. Post Office boxes or private mailboxes, such as UPS or another mail service store, which may look like a street address.
    • No PIC or supervisor approval is required, and no note is required in the patron’s account.
  • Use the address for TPI (Transition Projects Inc. Bud Clark Commons)
    • TPI’s address is 650 NW Irving Portland OR 97209
    • TPI does not require ID or signing up in advance to receive mail.
    • Tell patrons that all library mail will go to that address.
  • Use general delivery post office addresses. The patron must sign up in advance with the post office to use this option.
  • A PIC or Contact Center staff may use 221 NE 122nd Avenue Portland, OR 97230 in place of an address.
  • See the Address and ID Handout for more options. Some of the services on this handout may require ID, signing up in advance or for people to be staying at that location to use their mailing address.

Exceptions

  • To ensure foster family confidentiality of personal information, a foster child may use their caseworker's address as the residential address in the patron record. No note is needed for addresses in the free service area. For addresses outside the free service area, document in a HISTORY field that the "Address is OK."
  • PO Box 1108 in Salem is the address for the State of Oregon's Address Confidentiality Program (ACP). Patrons who use this address do not need to provide a physical address or tell us what county they live in, enter MULT_0, if needed. Add a HISTORY field saying "Address OK."
  • An applicant who pays property taxes in the free service area may be eligible for a free account (see Taxpayer cards for details). Use Profile type TAX_A or TAX_Y.
  • A student who lives or goes to school in the free service area may receive a free library card.  Add a HISTORY field saying "Student in free service area."
  • An educator who lives or teaches in the free service area may receive an Educator card. Set the Profile type to 4_EDU.
  • A patron who lives outside the free service area and has a library card from a participating Oregon Passport Program library may receive a Passport library card. Set the Profile type to PASSPORT or PASSPORT_Y.
  • Exceptions must be documented in the History field of the Extended Info tab of the patron record to avoid having the account blocked by other staff.

Physical presence

The applicant must be present in a library or at a library-staffed event to obtain a library card.  Most patrons will fill out a registration form in person or online.

Exceptions

If a teacher is registering many children at one time, they may submit applications and receive library cards without the children being present.

If an applicant is a resident of the free service area and is on active military duty, ask the patron to contact the Contact Center at 503-988-5123 or help@multcolib.org and a library card may be sent via mail.

If an applicant is unable to come to the library, and does not qualify for Home Delivery (formerly Library Outreach Services/LOS), ask the patron to contact the Contact Center at 503-988-5123 or help@multcolib.org and a library card may be sent via mail.

Name

Staff should enter the name or names the patron lists on their registration form only.  If the name on the ID is not on the form or was not entered when the patron registered online, do not add it to their account.  For more information regarding names see name fields. 

Exceptions

Patrons may use the name they prefer in their accounts.

Patrons are not required to have the name on their ID on their account.

Hold slips show the first four letters of the patron's last name, their first initial, and the last four numbers of the library card.  If the patron needs more hold privacy staff can change the patron's name to their user key or a different name.

Requirement exceptions must be documented in a HISTORY field by clicking the Extended info tab in the patron record to avoid having the account blocked by other staff.

Birthdate

Applicant must provide a birthdate. They do not have to show proof of birthdate.

Birthdates are required because they are used to confirm identity (and must therefore be credible -- a person in their 50's cannot have a 2005 birth year). Birthdates are also used to determine some service levels that differ for children and adults. For example, children have a default of filtered Internet access and may not share and comment on My MCL.

Exceptions

For security reasons, patrons may use a placeholder birthdate of January 1 and their birth year.

Identification

Adult applicants must present photo identification (ID).

See Identification requirements for specific information on the purpose of requiring ID, paper or photocopied ID, electronic or smartphone ID, a list of common ID types, and when staff can identify the patron in lieu of ID.

Youth:

  • Applicants under the age of 13 must have the signature of the parent or guardian.
  • The signature of a parent or guardian is acceptable in lieu of identification for applicants age 13-17.
  • A parent or guardian must show photo identification when signing in lieu of identification for a juvenile applicant.
  • A guardian is defined as an adult (age 18 or older) who is with the applicant at the time of registration and includes, but is not limited to, family member, caregiver, teacher, friend, etc.

If a patron does not have identification, there are organizations that provide identification assistance. This information is available for patrons as the Address and ID handout.

Showing ID to access library services is voluntary. If a patron chooses not to provide ID, that may limit the services available.

Patrons can register for a temporary Online account for immediate e-resource access and they can place 5 holds.

Exceptions

If a patron does not have ID, an exception may be made on an individual basis by a PIC, supervisor, or the Contact Center.

Unmet requirements

Applicants of any age who are unable or unwilling to meet the name, address, birthdate, identification or other requirements, who do not qualify for an exception for security or physical reasons, will not be issued a library card.

Patrons without library cards are welcome to use materials within the library, show identification to receive a Guest Pass for Internet Use and may borrow Bring 'Em Back materials, as available.

Other options for getting library cards

Rationale

  • Residency requirements exist because much of the library's financial support comes from taxes paid by residents of Multnomah County. The remaining counties and cities contribute through a reciprocal borrowing agreement.
  • Birthdates are required because they are used to confirm identity with both the library and the collection agency. Birthdates are also used to determine some service levels that differ for children and adults. For example, children have a default of filtered internet access and may not share and comment on MyMCL.
  • Other eligibility requirements are made to reasonably ensure that library cards are not obtained fraudulently.
Manual category
Circulation