Services Policy

B. Service Policies (07/12/01) 1 JACKSON DISTRICT LIBRARY SERVICE POLICIES COOPERATION FOR DEVELOPMENT OF PUBLIC LIBRARY SERVICES The library will maintain institutional memberships in the American Library Association and the Michigan Library Association. The library will cooperate with and take advantage of the services offered by the Library of Michigan, the Capital Library Cooperative and the Capital Library Area Network. This cooperation will develop and increase effective library service, and strengthen the resources of the Jackson District Library. The development of maximum effective library service will also be promoted through cooperation with other libraries and institutions in the area, state and nation. The library will participate in cooperative services such as reciprocal borrowing and material return, interlibrary loans, library delivery and such other services as may be economically feasible and efficient. This cooperation offers an advantage to the citizens of the community. Generally, the library will not duplicate special services being furnished to agencies or individuals in the community but will promote and advertise the availability of these services. B. Service Policies (02/13/03) 2 JACKSON DISTRICT LIBRARY SERVICE POLICIES CONTENTS The Jackson District Library will offer services to the community that reflects the mission of the library. The services offered will be for individuals and groups and based on the policies adopted by the Board of Trustees. The services provided by the library will foster community relations and encourage the citizens of Jackson County to utilize the library. The service policies of the Library are divided into the following categories. A. Individuals B. Groups C. Community Relations 1. Friends of the Library 2. Organized Groups 3. Communications 4. Annual Report 5. Public Library-School Relations 6. Gift Acceptance 7. Accessibility 8. Outreach 9. Hours of Service 10. Displays and Exhibits 11. Material Returns 12. Meeting Rooms 13. Behavior and Conduct in the Library 14. Corporate Library Cards D. Surveys, Solicitation and Literature Distribution E. Civic Responsibility F. Non-Smoking Policy G. Children’s Policy H. Program Policy These Policies will be subject to review and evaluation. Procedural interpretation and implementation shall be at the discretion of the Director. The citizens shall be informed of the resources and services of the library. The term library used throughout this Policy is meant to convey all Jackson District Library locations. B. Service Policies (02/13/03) 3 JACKSON DISTRICT LIBRARY SERVICE POLICIES A. INDIVIDUALS Library service, both to those who enter the library and to those who cannot, will be based on the principle that an individual may be motivated to read, assisted in locating appropriate materials and information, and helped in the mechanics of he use of the library materials insofar as time and resources are available. Materials that are not owned by the library and are not to be purchased shall be made available, when possible, for customers through interlibrary loan from other libraries. Telephone service shall be available for inquiries that can be briefly searched and answered. Guidance to the individual may be by personal consultation, lists of materials, displays, instruction in use of the library, use of online services, as well as through group participation in library related activities, and through means of mass media. B. Service Policies (02/13/03) 4 JACKSON DISTRICT LIBRARY SERVICE POLICIES B. GROUPS The Library will use appropriate means to encourage the use of books and other materials, either in the library or community, to groups in the community. The assistance to groups may include furnishing materials related to group programs and providing speakers on the resources and services of the library including availability of meeting rooms and community bulletin boards. B. Service Policies (02/13/03) 5 JACKSON DISTRICT LIBRARY SERVICE POLICIES C. COMMUNITY RELATIONS It shall be the objective of this Library to involve the interest of citizens of the community in the development and use of their library. Specific statements are given below. 1. Friends of the Jackson District Library. The Library welcomes the interest of this group, formed for the purpose of increasing, improving and making better known the resources and services of the libraries, and in the promotion of the library programs. Books and other materials withdrawn from the library’s collection may be given to the Friends. Such items may then be sold and the proceeds used in accordance with the rules as set forth in the Friends By Laws. 2. Organized Groups. Cooperation with organized groups in the community will be sought and sustained in realizing the goals of the library. 3. Communications. Members of the community wishing to be heard by the Board on any matter may communicate through letter to the Board President or any member of this Board. The Board welcomes residents attending Board meetings. These meetings are tape-recorded and statements become part of public record. Those bringing matters before the Board are asked to limit their remarks to no more than three (3) minutes and that their name and address be included. Because agenda of meetings are set in advance, no discussion of a presenter’s topic will take place at that meeting. The Board will give careful consideration to residents’ concerns and will respond. 4. Annual Report. A summary of the activities and services of the library shall be prepared and distributed annually. 5. Public Library - School Library Relationship. It is recognized that there is an inter-relationship of libraries of all types, and that services may overlap between public and non-public libraries. The Public Library is designed to serve the reading and recreational needs, interests and purposes of all the people of all ages in its area. It is the community's major center for reliable information with a clientele as broad and varied as the community itself. Library users are served on an individual basis, as well as in groups. The use of a public library B. Service Policies (02/13/03) 6 is characterized by its voluntary nature and its informality. The public library complements and supplements the school library (media center) but carries the broader responsibility to the total community. 6. Gift Acceptance. a. Library materials accepted by the library are subject to the Materials Selection and Evaluation Policy. Materials given to the library shall be the property of the library to be used or disposed of as staff deems appropriate. b. Evaluation of Gifts. By law, the library is unable to furnish an appraisal for tax deduction purposes. Written acknowledgements are available. c. Memorials, Endowments, Commemorative Gifts. Gifts for the enrichment of the library, other than library materials, shall be accepted on an individual basis and subject to review by the Board. The Board has the right to refuse gifts that have limitations or stipulations placed on them. 7. Accessibility. The library welcomes all users who, by their presence, acknowledge their responsibility to maintain an atmosphere conducive to the best use of the library and its services. a. Behavior that is disruptive or detracts from that use will not be tolerated. Disruptive users may be asked to leave the library. b. The rights of an individual to use the library, its services and its materials, will not be denied or abridged because of age, race, marital status, height, weight, arrest record, religion, national origin, mental or physical handicap, or social or political views. c. Parents are responsible for supervising their children in the use of the library and its materials. The library cannot assume the responsibility for children left unattended. d. The library is not responsible for the nature of materials used or borrowed by juveniles which their parents may find objectionable. e. Failure to return materials and to pay appropriate charges, or the destruction of library property shall be due cause for which the use of the library and/or its services may be denied. 8. Outreach. The library acknowledges that there are residents of the community, both young and old, who, for whatever reason, cannot and/or do not avail themselves of the library's services and facilities. The library recognizes its responsibility to explore strategies for extending library service to these non-users and to implement these strategies when fiscally feasible. B. Service Policies (02/13/03) 7 9. Hours of Service. The libraries shall be open the greatest number of hours needed by the community, subject to limitation of funds available to provide adequate staff. Any change in regular hours of service will be subject to approval by the Board. Emergency closing shall be the responsibility of the Director. The library will be closed on the following holidays: New Year's Day Labor Day Martin Luther King, Jr. Day Thanksgiving Day Memorial Day Christmas Eve Day Fourth of July Christmas Day New Years Eve Day Meijer Branch Library will be closed on Sundays for the period commencing with the Sunday after Memorial Day for the summer and ending with the Sunday after Labor Day. The branch will be closed on Easter Sunday. 10. Displays and Exhibits. a. Library displays (including bulletin boards and exhibits) are intended to promote library programs, collections and services. b. The use of library facilities for posters, flyers, pamphlets, displays, and exhibits, other than those that pertain to the library, will be approved by the library Director or designee and is subject to review by the Board of Trustees. c. Permission shall be given based upon limitations of space, timeliness, and relevance of the material to the civic, educational, cultural, recreational, and vocational service to the community. d. The library will not display personal advertisements or for-profit or commercial fundraising materials. e. Political materials displayed in the library must deal with issues only and will not espouse any individual candidate or political party. f. The views expressed by such displays and literature exhibited in the library do not, necessarily, reflect the views of the library. g. Community bulletin boards may be placed in libraries and used for the promotion of library events or to inform the public of changes in library policy or promote community events. Information should remain current and attractive. 11. Material Returns. For the convenience of the library's clientele, exterior material returns shall be available at all branch library buildings. 12. Meeting Rooms. Meeting rooms are available for public gatherings of groups whose primary purpose is non-profit, civic, cultural or educational, when rooms are not being used for library-related activities. Decisions on B. Service Policies (02/13/03) 8 meeting room use are subject to review by the Board of Library Trustees. The use of the meeting rooms shall be recorded and reported annually. Regulations for the use of the library meeting rooms by non-library groups: a. All meetings shall be open to the general community. Requests for the use of a library meeting room shall be in writing, approved by the Director or designee, and subject to review by the Board of Trustees. Requests should be made at the library where the meeting room is located. b. Meetings of groups, which are planned as commercial endeavors or for profit, will not be allowed. c. Since all meetings are open to the general public, no commercial solicitations or requests for donation may be made by any nonlibrary group. A reasonable charge may be made to cover the cost of an activity as long as it is collected off the premises. This charge is subject to Library approval in advance. d. The library will, upon occasion, allow its meeting rooms to be used for classes by the public schools, area colleges and universities or city or county departments of government. e. Meetings of a purely social nature by non-library groups will not be allowed. The rooms are not available for private parties. Groups of less than six individuals, because of the heavy use of the library's meeting rooms, are encouraged to meet elsewhere. The library reserves the right to move groups to other meeting locations in order to accommodate a larger group. f. The library's meeting rooms may be used by political groups for regular meetings of an organizational nature; they may be used for public forums dealing with issues but not for promotion of a specific candidate. g. Space shall be available when possible for volunteer tutoring and conference sessions of a not-for-profit nature. h. The use of the meeting room by a non-library group shall not be publicized in such a way as to imply library sponsorship of the group's activity. i. The use of library meeting rooms shall not disrupt the library atmosphere. j. Light refreshments may be served in the meeting rooms. No alcoholic beverages shall be served unless permission is granted by the Board of Trustees. k. Smoking shall not be permitted in meeting rooms or any Library facility. l. A library staff member shall be on the premises when groups are using the meeting rooms. An adult, provided by the group, shall be present to supervise youth groups. B. Service Policies (02/13/03) 9 m. Security must be provided by the group using a building before or after library hours. n. The availability of library meeting rooms and the regulations for their use shall be made known to the community. The Director shall interpret these regulations to best serve the library and its mission within the community. 13. Behavior and Conduct on Library Property. To maintain an atmosphere appropriate for work, study and enjoyment for all library users and staff, the following policy on behavior in the library’s buildings and on library property has been established. a. Inappropriate, disruptive or illegal behavior will not be tolerated in library buildings or on library property. This behavior may represent a physical danger to people or property, or may interfere with legitimate library business of other library users. b. Library staff has the ultimate authority to interpret disruptive and inappropriate behavior. c. Animals, other than assistance dogs, are not allowed on library premises. 14. Corporate Library Cards. Businesses and organizations may apply for a corporate library card. Corporate library cards may be issued to the presiding officer or designee, who agrees to accept responsibility for any materials checked out on that card. a. Applications for corporate library cards are taken in the Administrative offices. The officer of the organization signs a contract, which is ongoing in term with notification requirements on both parties’ parts. b. All materials checked out on corporate library cards are subject to the same circulation procedures as regular cards. B. Service Policies (02/13/03) 10 JACKSON DISTRICT LIBRARY SERVICE POLICIES D. SURVEYS, SOLICITATION AND LITERATURE DISTRIBUTION Gathering petition signatures is not allowed within library buildings or on library property. Distribution of literature on Election Day is restricted to whatever the law allows. Violations should be reported to the Booth Official or to the Board of Elections. 1. Surveys. a. The library may survey its customers or other residents of the community. Surveys may be designed and/or completed by staff or third party vendors or volunteers approved by the library. b. Surveys of library staff may also be conducted. All survey instruments, methodology and implementation procedures must be approved by the Director prior to contacting any members of the staff. 2. Solicitation of the staff or the public, in ways which are of benefit to the library and/or its employees, are permitted as follows: a. Contributions from staff for established charities approved by the Board of Trustees such as United Way; b. Collections for staff gifts for personal reasons such as retirement, illness, and other occasions as approved by the Director or designee; c. Friends of the Library fundraising for library support such as book sales with prior approval and coordination with other activities by the Director or designee; d. Solicitation of and/or distribution of literature to library employees by other employees may be permitted only in non–work areas and only during non-work time. Non–work time includes time allotted for lunch or dinner and break periods of employees included. e. Non-profit, community organizations (i.e., sale of Girl Scout Cookies, band candy, etc.) may be permitted among staff in nonwork areas during non-work hours. But any activities of a profit making nature (i.e., cosmetic and greeting card sales, etc.) must be done off library premises on employees' own time; f. Solicitations that specifically support the interests of this library or libraries in general, is permitted if approved by the Director. B. Service Policies (02/13/03) 11 JACKSON DISTRICT LIBRARY SERVICE POLICIES E. CIVIC RESPONSIBILITY As a public library Jackson District Library will provide accessibility to public records of the municipalities and Board of Education both as a depository (agendas, resolutions, minutes, budgets, annual reports, etc.) and as a place for disbursement of publications of a civic nature. Display space shall be planned for posting information, both pro and con, regarding issues to be placed before the community for decision. The libraries of the Jackson District Library are available for voting in the city, townships and villages. When necessary the branch manager has the authority to open the buildings to act as a polling site. B. Service Policies (02/13/03) 12 JACKSON DISTRICT LIBRARY SERVICE POLICIES F. NON-SMOKING POLICY No smoking is allowed in the facilities owned by Jackson District Library. Signs shall be posted to notify library users. B. Service Policies (02/13/03) 13 JACKSON DISTRICT LIBRARY SERVICES G. CHILDREN’S POLICY The best part of serving children in the Library is interacting with them in creative and positive ways. Children of all ages are welcome to use the facilities and services of the Jackson District Library. In order to provide a safe and constructive environment for all patrons, the following policy has been adopted: The Jackson District Library recognizes that ultimate accountability for the welfare and behavior of children in the library rests with the parent/guardian or assigned chaperone. Though staff will always respond with care and concern, they cannot assume responsibility for children’s safety when unattended. Please remember that the Library staff’s professional services do not include babysitting. Children 0 to 8 years old must have a parent/guardian or parent designated person in loco parentis in the immediate vicinity of the child. This parent or caregiver must never leave the building without the child. Children this age cannot be expected to make adult judgments and therefore may require parental guidance. Many children between ages 5 and 8 may be mature enough to use the library independently, but when faced with a sudden fear or uncomfortable situation need some help from someone they know and trust. Although library staff members strive to develop a positive rapport with young patrons, they cannot be expected to serve in a parental role, to sense each child’s difficulties, or to be aware of every problem situation. The only safe and fair solution is to state that children 0 to 8 years of age must be accompanied by a parent/guardian or parental designate. Parental designates may not be less than 12 years of age. Children 9 to 12 years old pose a more complicated situation. It is more a matter of how children this age use the library than their age per se. Our policy is that if the library is being used appropriately, independent library use by children 9 to 12 years of age will be the discretion of the parent/guardian. That parent/guardian, of course, is still responsible for the child’s actions. If the library is used inappropriately, the library may ask the parent to be present with that child. Young adults 13 to 17 years old are considered independent library users at all times, but are still legally the responsibility of their parents. Individuals 18 years of age and older are considered adult library users and are responsible for their own actions. B. Service Policies (02/13/03) 14 All children 9 to 12 years old or any children left with a parental designate of 12 to 16 years of age may not exceed a 4-hour maximum of time in the library at any time. The following 3 STEP guidelines have been authorized to assist the library staff in the cases of: 1. Unattended children under the age of 9 years. 2. Children 9-12 years who have exceeded the 4 hour maximum time in the library 3. Children under the care of and including a 12 year old who have exceeded the 4 hour maximum of time in the library. 4. Behavior problems of children 9 years and up. 5. Any child left at the library at closing time. STEP 1. The supervisor on duty obtains a phone number from the child and attempts to contact a responsible adult. If a number cannot be obtained, go to STEP 3. A. If the supervisor reaches a responsible adult, arrangements can be made for the child to be picked up. When the adult arrives, identification, such as name and address, must be verified for security purposes and completion of the Incident Investigation Report. B. If the supervisor cannot reach a responsible adult or make proper arrangements for the child to be picked up, go to STEP 3. STEP 2. The supervisor and one other staff member will wait at the library facility with the child until a responsible adult arrives. The supervisor will then explain the problem to the adult, get the adult’s name, address and phone number for completion of the Incident Investigation Report. If a responsible adult has not arrived in 15 minutes after closing time, go to STEP 3. STEP 3. The supervisor alerts the police by calling 911 and reports that there is an “abandoned child” at the library. The supervisor and one other staff member will stay with the child until the police arrive. Take name and badge number of the officer for the completion of the Incident Investigation Report. Once resolved, each case should be thoroughly documented with an Incident Investigation Report. To insure compliance with the above policy, this policy will be posted prominently at appropriate locations in each Library facility. The Jackson District Library has a Code of Conduct, which applies to all library users. To better serve everyone using the Library and to make sure that children B. Service Policies (02/13/03) 15 have access to an environment that is safe, clean and pleasant, the following behaviors will not be tolerated. *Disruptive behavior, including: a. Loud or incessant talking b. Congregating at computer workstations c. Running and chasing *Abandonment of young children in the Library *Smoking *Eating or drinking in any public area *Shirtless or shoeless attire *Public intoxication, either alcohol-or substance-induced *Soliciting *Using foul or offensive language *Verbal or physical abuse of any children, the public or staff *Inappropriate use of the Library computers, including: a. Damaging or altering software or equipment b. Downloading or installing any program onto the hard drive of any Library computer Sending, displaying or printing obscene or offensive material using B. Service Policies (02/13/03) 16 JACKSON DISTRICT LIBRARY SERVICE POLICIES H. PROGRAM POLICY Jackson District Library will offer informational, educational, cultural and recreational programs to the citizens of Jackson County. Programs initiated by the Library will take advantage of staff expertise, Library collections, services, and facilities. Programs should encourage positive community cooperation and support. By participating in cooperative or joint programs with other agencies, organizations, institutions or individuals, the Library can address informational needs and facilitate information access. All Library programs are free of charge and open to the public. A small charge for supplies or materials is allowed, but not required for attendance. For-profit, as well as, non-profit groups and individuals may present programs for the Library. The Library reserves the right to deny any outside programs that are not in compliance with the policies of the Jackson District Library or within its mission. To ensure quality programs, the Director or designee may check with authoritative organizations/agencies or obtain references for program presenters. Programs will reflect the interests of the community. Library initiated programs should introduce users and potential users to Library resources and services. Concerns, questions or complaints about Library programs are handled according to the same policy and procedures which govern reconsiderations of other Library resources. The Director has the final authority in interpreting this policy.