Otsego County Library Policy manual TABLE OF CONTENTS Page 1. Library information……………………………………………………… 4 General Objectives Mission Statement Primary Roles Location and Hours………………………………………………………. 5 Board of Trustees Friends of the Library…………………………………………………….. 6 2. Personnel………………………………………………………………… 7 Employee selection Employee status Salary scale………………………………………………………………. 8 Employment conditions Sexual harassment Holidays…………………………………………………………………… 9 Vacation Sick leaves and other leaves of absence Longevity pay…………………………………………………………….. 10 Hospitalization/Medical coverage………………………………………. 11 Retirement program Professional leave Tuition reimbursement Grievance procedures…………………………………………………… 12 Evaluations Appendices Family and Medical Leave Act Policy……………………………… 13 Sexual Harassment Policy………………………………………….. 16 Tuition Reimbursement Request Form……………………………. 19 3. Collection Development ……………………………………………… 20 Introduction Selection of materials Materials format…………………………………………………………. 21 Juvenile materials………………………………………………………. 22 De-selection Gifts………………………………………………………………………. 23 Memorials………………………………………………………………… 23 Appendices Freedom to Read Statement………………………………………. 24 Library Bill of Rights………………………………………………… 25 Request for Reconsideration of Library Materials Form……….. 26 Patron’s for Purchase Form………………………………………. 27 4. Circulation guidelines……………………………………………….. 28 Open access Cardholder privileges Resident Michicard Nonresident Temporary Identification Loan periods……………………………………………………………. 29 Limits Resident Nonresident Reserves………………………………………………………………… 30 Overdues Lost or damaged items………………………………………………… 31 Confidentiality of patron records……………………………………… 32 Appendices Average replacement costs………………………………………. 35 5. Interlibrary Loans……………………………………………………. 36 6. Physical facilities……………………………………………………. 39 Equipment use Use of equipment by staff……………………………………………. 40 Meeting room………………………………………………………….. 41 Displays………………………………………………………………… 43 Appendix Library Exhibit Release…………………………………………… 44 7. Public relations/Programming…………………………………….. 45 Goals Story hours Class visits…………………………………………………………….. 46 8. Gifts……………………………………………………………………. 47 9. Internet………………………………………………………………… 48 Internet services Internet use policy…………………………………………………….. 49 Lab rules and procedures……………………………………………. 50 MichNet acceptable use policy………………………………………. 52 Confidentiality for access id registrations…………………………… 53 1. Library Information General Objectives * To assemble, preserve and administer, in organized collections, books and related educational and recreational material in order to promote, through guidance and stimulation, the communication of ideas, and enlightened citizenship, and enriched personal lives. * To serve the community as a center of reliable information * To provide a place where inquiring minds may encounter the original, sometimes unorthodox, and critical ideas so necessary as correctives and stimulants in a society that depends for its survival on free competition in ideas * To support educational, civic, and cultural activities of groups and organizations * To provide opportunity and encouragement for children, young people, men and women, to educate themselves continuously * To seek continually to identify community needs, and to cooperate in any way feasible to provide services of programs to satisfy such needs * To provide opportunity for recreation through the use of literature, music, films, and other art forms Mission Statement The Otsego County Library provides access to resources and services to support evolving lifelong personal interests and information needs. Priority Roles Reference Library: The library actively provides timely, accurate, and useful information for community residents in their pursuit of job-related and personal interests. Popular Materials Library: The library features current, high-demand, high-interest materials in a variety of formats for persons of all ages and actively promotes and encourages the use of its collection. Formal Education Support Center: The library assists students of all ages in meeting educational objectives. The library does not assume the role of school or academic libraries as the primary source of research help, information and materials for their students, but public library users may find materials to supplement what is available in other libraries and library staff will facilitate the process of finding information. Location and Hours Headquarters: 700 S. Otsego Avenue Monday 9 a.m. – 8 p.m. Gaylord, MI 49735 Tuesday 9 a.m. – 8 p.m. (517) 732-5841 Wednesday 9 a.m. – 8 p.m. (517) 732-9401 fax Thursday 9 a.m. – 5 p.m. ocl@otsego.org Friday 9 a.m. – 5 p.m. Saturday 9 a.m. – 1 p.m. Sunday 1 p.m. – 5 p.m. Johannesburg Branch: 10900 East M-32 Monday 3 p.m. – 7 p.m. Johannesburg, MI 49751 Tuesday 9 a.m. – 1 p.m. (517) 732-3928 Wednesday 3 p.m. – 7 p.m. (517) 732-3928 fax Thursday 1 p.m. – 5 p.m. johanne1@northland.lib.mi.us Friday 1 p.m. – 5 p.m. Vanderbilt Branch: 8170 Mill St. Monday 3 p.m. – 7 p.m. Vanderbilt, MI 49735 Tuesday 1 p.m. – 5 p.m. (517) 983-3600 Wednesday 1 p.m. – 5 p.m. (517) 983-3600 fax Thursday 1 p.m. – 5 p.m. vanderb1@northland.lib.mi.us Friday 9 a.m. – 1 p.m. Board of Trustees A five-member Board of Trustees appointed by the County Commissioners governs the Library. Trustees must reside in Otsego County and should be interested in community affairs and in the library. All trustees shall have a current library card. Janice Lampert, Chair Virginia Judge, Vice-Chair Nancy Glasser, Secretary Philip Curtiss William E. Fury Friends of the Library The Friends of the Library group was organized to support the Otsego County Library in its efforts to provide quality service to patrons of all ages by promoting and publicizing the interests, usefulness and resources of the library; volunteering time and talents for special programming; and raising funds for materials, equipment and library events. Annual dues are: Individuals - $5 Family - $10 Patron - $50 Applications for membership are available at circulation desk and display area. 2. Personnel This Personnel Policy is intended to provide general information regarding employment with the Library. It is understood, however, that the Library, through its Board of Trustees, retains the right to change, modify or amend, in whole or part, any of the personnel policies or to institute new policies. Further, only the Library, through its Board of Trustees, possesses such authority to change, modify, etc. Issues not covered in these policies will be brought before the Library Board for determination of the policy. Scope Where policies conflict with an approved contract or agreement between the Board and employee, the provisions of the approved agreement shall prevail. Employee Selection The library director shall be hired by the Library Board of Trustees. All other employees shall be hired by the library director and approved by the Board of Trustees. All positions should be filled by mentally and physically competent persons and meet requirements outlined in the job descriptions. Employee Status a. Probationary employee - All newly hired employees shall complete a probationary period of not less than six months. At any time during this period, the library director, with the advice of the Board of Trustees, may terminate an employee whose performance is deemed deficient. Upon completion of the probationary period, the employee will be eligible for benefits outlined in this policy. b. Full-time employee - Full-time employees work 36 or more hours per week. They are eligible for all Board approved benefits. c. Regular part-time employees - These employees are regularly scheduled to work less than the normal department work week. They will be covered by social security and workman’s compensation. In addition, if they work more than 20 hours per week, they will accumulate and be paid for vacation, sick leave and holidays prorated to the number of hours worked. d. Irregular part-time employees - These employees do not have regularly scheduled hours. They are on call and work only as needed. They are covered by social security and workman’s compensation, but are not eligible for any other fringe benefits. e. Provisional employees - These are employees who are paid from a source other than the library fund. When the funding is no longer available such employment will terminate. The employee will be covered by those rules set by the funding agency involved and receive only those benefits provided by same agency. Salary scale a. All salaries are set by the Library Board of Trustees. b. Salaries shall be presented on or before the December meeting of the Board of Trustees for revision or change. Employment Conditions a. Hours of work - Work schedules will be set by the library director to adequately cover the hours of operation and may be altered as need dictates. Evening and weekend hours may be included. Sunday hours will be paid at a premium wage of 1½ times the regular wage except when overtime pay is in effect for that work week. b. Overtime work - It may occasionally be necessary to ask an employee to work more than his/her regularly scheduled hours to meet staffing needs. If the number of hours worked exceeds 40 during that week, the employee will receive overtime pay (equal to 1 ½ times the regular wage) for the hours over 40 worked. No employee may work overtime of his/her own accord; all overtime must be approved by the supervisor in advance. For example, an employee may not work through lunch hour or come into the office prior to the start of the workday without written consent. If an employee works both Sunday hours and overtime hours in the same week, the employee will not be paid both overtime and premium time in the same pay period. Exempt employees will not receive overtime and are expected to work the number of hours needed to complete their work assignments. The Library Board will determine which employees are exempt based upon the guidelines in the federal law. c. Paydays - Paychecks are issued by the county on a biweekly basis. Payday will be every other Thursday and checks will be available after 4:00 p.m. Sexual harassment The library has adopted the Sexual Harassment policy of the County of Otsego (see policy on page 16). Holidays a. The Library Board recognizes the following holidays: New Year’s Day Good Friday Afternoon Christmas Day Memorial Day Labor Day New Year’s Eve Day Independence Day Christmas Eve Day Floating holiday In addition, the Library Board may approve closing the library during other times for staff continuing education needs. b. An employee shall be paid for holidays on a prorated basis based on the average number of hours worked in the previous year or, if newly hired, an estimated average. c. When a holiday falls on a day that a staff member is not scheduled to work, he/she will receive another paid day off during the previous or following week. Vacation a. Each full-time and regular part-time (on a pro-rated basis) employee shall earn vacation time as follows: After 6 months 5 work days 1-4 years 10 work days 5-9 years 15 work days 10 years + 20 work days b. Vacation time not used will be paid during the last pay period of the year unless other arrangements are approved by the director to carryover into the next year. c. Holidays are not counted against annual leave falling within a vacation period. d. Additional time will be available without pay at the discretion of the librarian and with the approval of the Board of Trustees. Sick leaves and other leaves of absences a. Full-time employees shall earn one sick day per month. Regular part-time employees will accumulate on a prorated basis. Sick time may accumulate to 90 days. i. Employees will not be compensated for banked sick time upon termination of employment. ii. Once an employee has accumulated the maximum number of sick days, the library will pay the employee for ½ the number of sick days unused on the last pay period of the year. b. Sick leave shall not be allowed in advance of being earned. If an employee has insufficient sick leave or vacation time to cover a period of illness, a payroll deduction for lost time shall be made. c. Sick time may be used only for an illness and not for other purposes except as noted in section f. Any sick time that exceeds five days will require a doctor’s statement. d. The library has adopted Section XI of the Otsego County Personnel Policies pursuant to the implementing of regulations for the Family and Medical Leave Act of 1993 (FMLA) (29 C.F.R. 825.301) (See policy on page 13). Personal leaves not covered under the FMLA policy will be handled by the library director with the approval of the Board of Trustees. e. An employee who is eligible to serve on jury duty will inform the library director as soon as possible. He/she will be paid the difference between regular work pay and payment from the court for jury duty. f. An employee will be granted a 3-day funeral leave with pay upon the death of an immediate family member (mother/father, mother-in-law/father-in-law, spouse, child, and sibling). Up to three additional days may be taken using sick time if needed. Longevity pay To show appreciation to full-time employees who have given many years of service, longevity pay will be paid on the last payroll prior to Christmas by the following schedule: Years of service Amount Years of service Amount 6 $110.00 13 180.00 7 120.00 14 190.00 8 130.00 15 200.00 9 140.00 16 210.00 10 150.00 17 220.00 11 160.00 18 230.00 12 170.00 19 240.00 20+ 250.00 Hospitalization/Medical Coverage a. The Library Board will provide coverage for full-time employees and their families under the plan provided by the county. b. An employee that has hospitalization/medical coverage from another source may, at their option, withdraw from the county plan. Any employee that withdraws will receive an amount up to ½ of the premium value (but not to exceed $2000) had the insurance been in effect. Retirement Program Employees who work the equivalent of ten full-time days a month are eligible to participate in the county M.E.R.S. retirement plan. At this time the plan is totally employer paid. Professional Leave a. Employees may attend workshops, conferences, and library meetings with the approval of the Board. b. Fees and costs of workshops and similar library training courses to be attended by the staff will be paid from library funds with the approval of the Board. c. Dues to the Michigan Library Association will be paid for administrative/professional staff. Dues to the American Library Association will be paid for the library director. d. Employees will receive remuneration for their regular working hours while attending training courses. e. Mileage is reimbursed at the county rate for all authorized travel. Tuition reimbursement for personal development a. Full-time staff members who have been employed at least two years can receive ½ of the cost of tuition for library-related coursework up to a maximum of $2000 per year. All courses and projected time off must be approved by the library director and the Board of Trustees in advance of registering for courses to be eligible for reimbursement by submitting a Tuition Reimbursement Request Form (see page 19). b. Tuition will be reimbursed upon the successful completion of each course. The employee must submit a receipt showing payment of tuition and an official transcript or grade report. c. All coursework must be completed on the employee’s own time and any time off must be approved by the library director. The employee must use at least 75% of accrued vacation time before any leave without pay will be approved. Grievance procedures a. Employees should first bring their grievances to the library director. b. If the grievance is not resolved within two weeks, the employee should next bring the grievance to the Board of Trustees in writing. The Board will set up a separate hearing to address the grievance. Evaluations Each employee shall be evaluated by the library director on an annual basis. The director will review the evaluation with the employee and place an approved copy in the employee’s personnel file. The Board of Trustees will evaluate the library director annually. Family and Medical Leave Act This addition to the leave of absence policy is incorporated into the existing Leave of absence policy pursuant to the implementing regulations for the Family and Medical Leave Act of 1993 (FMLA) (29 CFR 825.301). This policy is not meant to be all-inclusive and merely highlights the Provisions of the FMLA which are subject to detailed and specific Implementing regulations. This policy is not meant to conflict with either the FMLA or its implementing regulations, the statue and the regulations control. Eligibility Employees are entitled up to twelve (12) weeks unpaid job protected leave for certain family and medical reasons if they have worked for at least one (1) year and for 1,250 hours over the previous twelve (12) months. Reasons for taking FMLA leave 1. To care for the employee’s child after birth or placement for adoption for state supervised foster care; 2. To care for the employee’s spouse, son or daughter or parent who has a serious health condition; or 3. For a serious health condition that makes the employee unable to perform the employee’s job. Advance notice and medical certification The employee is required to provide advance leave notice and medical certification should FMLA leave be desired by the employee. An FMLA leave may not be denied if the notice and certification requirements are not met. 1. The employee must ordinarily provide thirty (30) days advance notice when the leave is “foreseeable.” 2. If thirty (30) days notice is not practical, taking into account of all facts and circumstances in the individual case, then notice must be given within one (1) or two (2) business days of when the need for leave becomes known to the employee. 3. Leave requests must be in writing and must set forth the reasons, anticipated duration, and anticipated start of the leave with medical certification attached. The County may require an employee to obtain a second medical opinion at County expense, from a health care provider mutually agreed upon by the employer and employee. 4. Medical treatment must be scheduled so as to minimize loss of work time. Appointments scheduled during work hours must have written verification from the provider of the health care service that such provider does not offer appointment hours which do not conflict with the employees shift hours and does not offer Saturday hours. Benefits 1. For the duration of FMLA leave, health insurance coverage will be maintained. 2. Employees will be returned to their original or equivalent position upon return from FMLA leave. 3. Employees paid time off such as sick days, personal days, and vacation time will be charged for FMLA leave pursuant to the statutory option granted to the employer. 4. Accrued benefit time, no matter when earned will be charged for FMLA leave time taken. 5. The FMLA does not require that an employee actually ask for FMLA leave in order that the employer be permitted to charge paid time off programs if the purpose for the leave program is a purpose contemplated by the law. 6. Because FMLA leave time is otherwise unpaid, benefit time on FMLA does not accrue except as may be required under applicable collective bargaining agreement. 7. FMLA leave will be based on a calendar year. Attendance Rules Absences permitted by the FMLA will not be counted under the policy as absence incidents. Notice of employer expectations and obligations of employee 1. Paid and unpaid leave pursuant to the FMLA will be counted against the employee’s FMLA entitlement. 2. An employee must furnish to the employer medical certification of necessity for the leave within fifteen (15) days of any request for FMLA leave. If the medical certification is found to be incomplete the employee will be provided a reasonable opportunity to cure such deficiency. In the case of foreseeable leave, failure to provide medical certification will cause the leave to be denied until the required certification is provided. When the need for FMLA is not foreseeable, certification must be provided at least fifteen (15) days after the employee gives notice of the need for the leave or as soon as practical under the facts and circumstances requiring the leave. 3. The employer requires the exhaustion of all paid leave prior to taking unpaid leave. 4. If the employee has an obligation to pay part of that employee’s health care premiums as of the time of the FMLA leave, the employee must make provisions with the payroll department to continue such payments during the leave. 5. Upon return to work, the employee will be required to submit a fitness for duty certificate on the same basis as exists under current return from medical absences. 6. If an employee is designated as a “key employee,” the employee will be so advised at the time an FMLA leave is requested. Upon determination by the employer that substantial and grievous economic injury to the operations of the employer will occur, reinstatement of such key employee may be denied. Adverse effects on health care entitlement may also occur. 7. A non-key employee will be reinstated to the same or an equivalent job upon return from leave. 8. Should an employee on an FMLA leave decide not to return to work, the employer is entitled to recover its share of health plan premiums paid by the employer during such period of FMLA leave subject to certain exceptions. Personnel department 1. Will provide an employee requesting FMLA leave with written notice detailing the specific expectations and obligations of the employee and explaining any consequences of a failure to meet these obligations. 2. Will provide an employee with a copy of the FMLA Fact Sheet. 3. Will provide an employee with requisite forms for medical certifications. 4. Will answer questions regarding the FMLA rights, duties and obligations of the employee. Adopted November 12, 1996 Otsego County Board of Commissioners Adopted December 16, 1996 Otsego County Library Board of Trustees SEXUAL HARASSMENT POLICY PURPOSE: The purpose of this policy is to contribute to the quality work Environment for all employees and future employees and to inform each person of their rights and their responsibilities in achieving that goal with respect to each person being free from intimidation, humiliation, insult, or from being subjected to offensive physical or verbal abuse or actions, direct or insinuated, based on a person’s sex. POLICY: Otsego County fully supports and complies with the laws which are enacted to protect and safeguard the rights and opportunities of all people to seek, obtain and hold employment without being subjected or exposed to illegal harassment or discrimination in the work place. It is our policy to provide all employees with an environment which is free of harassment based on one’s sex. HARASSMENT DEFINED: Sexual Harassment is defined as unwelcome sexual advance, requests for sexual favors, and other verbal or physical conduct of a sexual nature when: (1) submission to such conduct is made either explicitly or implicitly as a term or condition of employment. (2) Submission to or rejection of such conduct by an individual is used as a basis for employment decisions, such as discharge, promotion, transfer, work assignments, etc. (3) Such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creates an intimidating, hostile or offensive work environment. EXAMPLES OF HARASSMENT: Any harassment that violates State or federal law will be unacceptable. Examples of harassment include: (1) Making derogatory comments, insults, suggestive remarks or jokes based on a person’s sex. (2) Display of photographs, cartoons or drawings that would be offensive to a reasonable person. (3) Conduct which when viewed by a reasonable person would have the purpose or effect of degrading or creating an intimidating, hostile or offensive work environment. (4) Propositions or requests for sexual favors. (5) Physical contact which is sexual in nature. (6) Stating or implying that deficient job performance is attributable to a person’s gender. (7) Possession (while on employer’s property or while working) of materials of any kind, such as magazines, calendars, etc., which are degrading to an individual or group on the basis of sex (or any other protected characteristic). COMPLAINT PROCEDURES: Any employee who believes he or she has been the subject of any harassment should report the incident immediately to their supervisor. The report should be made within three (3) days of the occurrence. The employee’s supervisor shall then immediately notify the next level supervisor and/or the Personnel Committee Chairperson about the complaint. STEPS FOR FILING A COMPLAINT: STEP 1: The employee shall register his/her complaint initially with his or her immediate supervisor. The immediate supervisor will investigate the complaint and prepare a written report of the investigation. The supervisor will give the employee a written response to the complaint within three (3) working days. A copy of the report will be given to the Personnel Committee Chairperson. STEP 2: Where the immediate supervisor was: (1) a participant in the prohibited activity; (2) condoned the activity; (3) failed to respond in writing within three days without good cause: or (4) the response is unsatisfactory, the employee may at his or her own choosing by-pass the immediate supervisor and submit a written complaint directly to the Personnel Committee Chairperson or other such person designated by the employer to handle the complaint. In those situations where a violation has been shown to occur, immediate action will be taken to remedy the situation. Further steps will be taken to discourage or prevent future reoccurrence. All complaints and actions to resolve such complaints will be treated confidentially. NON-RETALIATION POLICY: The above policy not only strictly prohibits harassment but also prohibits any act of retaliation against an employee who, in good faith, has filed a complaint pursuant to this policy. Any supervisor, agent or employee of Otsego County who is found to have taken actions determined to be retaliatory in nature against a complainant shall be subjected to immediate discipline up to and including immediate discharge. Any person who believes they were retaliated against for exercising his or her rights under this policy should immediately file a complaint. CONCLUSION: It is expected that all employees will fully cooperate and give their support to the policies and practices set forth above. Violations of this policy will not be permitted. Any employee or supervisor who violates this policy will be subject to discipline up to and including discharge. Adopted November 12, 1996 Otsego County Board of Commissioners Adopted December 16, 1996 Otsego County Library Board of Trustees TUITION REIMBURSEMENT REQUEST FORM Staff members who have been employed at least two years may be able to receive ½ of the cost of tuition for library-related coursework. The Library Director and Board will review each request to determine relevancy of the courses to the work place. While the Director and Board strongly believe in the value of continuing education and will try to accommodate employee requests, budgetary constraints and/or staffing considerations will also factor into each decision. All coursework must be approved in advance to be eligible for reimbursement. Description of course(s): How will the library benefit from your successful completion of the course(s)? Date(s) of course(s) and projected time away from your regularly scheduled work: What are your plans for taking time off? (For example, using vacation time, requesting a leave without pay, etc.) Library employee Date _______Approved ________Denied _________________________________ ____________________________ Director Date Chair, Board of Trustees Date 3. Collection Development Introduction The purpose of this policy is to guide the librarians’ efforts to implement the Library’s Long-Range Plan and to inform the community about the principles upon which the library relies to acquire materials in its resource collection. The Library serves the residents of Otsego County with the main library in Gaylord and two branch libraries located in Vanderbilt and Johannesburg. The library’s circulating collection includes books, periodicals, audiobooks, videotapes, compact discs, kits and CD-ROMs. The non-circulating collection consists of reference materials and newspapers. Additionally the library subscribes to several CD-ROM reference products, and has access to electronic databases provided by the Access Michigan project. Through a cooperative effort with Michigan State University, the library provides a public access computer lab that has direct access to the Internet. Specialized databases are available through the MSU web site, although some are available only for staff. Selection of Materials The Otsego County Library endorses the American Library Association’s Freedom to Read Statement (see page 24) and Library Bill of Rights (see page 25). The Library believes that the use of library materials is an individual and private matter. All patrons are free to select or reject materials for themselves; they may not restrict the freedom of others to read or inquire. Parents have the primary responsibility to guide and direct the use of library materials by their own minor children. It is the intent of the Library Board of Trustees that the Otsego County Library provides a variety of print and non-print materials to meet the informational, educational and recreational needs of the entire community. The library attempts to maintain a collection of representative materials of permanent value and current interest that will promote the development and enrichment of life. The library takes no sides on public issues and does not attempt to promote any beliefs or point of view, nor does it endorse the opinions expressed in the materials held. The Library Director, assisted by the staff, is responsible for the selection of materials. Suggestions from patrons are encouraged and receive serious consideration. Patrons suggesting that specific items be added to the permanent collection will be provided with the “Patron’s Purchase Request Form” (see page 27). The Library Director will evaluate requests based on this Collection Development policy. Patrons expressing concern about a specific item in the collection will be provided with a copy of this policy and asked to complete the “Request for Reconsideration of Library Materials Form” (see page 26). The Library Director will evaluate the material, based on the Collection Development policy established by the Board of Trustees, and will respond in writing to the patron’s request. Any unresolved concerns will be referred to the Library Board of Trustees for final decision. Materials Format In this age of rapidly changing technology, libraries are able to collect ever-widening ranges of information in a variety of formats. It is the Library Director’s responsibility to assess the usefulness of information sources as they appear and to determine the format that will best serve the community’s needs while remaining within the constraints of the materials budget. * Books – The library believes that books will remain an integral part of its collection. Books are purchased both by demand and to maintain a balanced, informative and timely collection. High demand items may not be purchased if they are ephemeral, not factual, or the library has sufficient material on the topic. * Periodicals – The library subscribes to periodicals that reflect the interests of the community. Periodicals that are indexed in Readers Guide or ProQuest will receive priority consideration. Periodical subscriptions may be discontinued if they are deemed no longer of interest, if the information they contain may be accessed more conveniently in another format, or if subscription rates become too costly for the library to maintain. Most periodicals are retained for a period of three years. * Newspapers – The library collections the county’s local publications in addition to some regional, state and national newspapers. The local newspaper is retained in paper format until the microfilm is received. All other newspapers are retained for a period of three months. * Audiobooks – The library collects fiction and nonfiction cassettes of a popular nature. Due to budgetary constraints, the library cannot duplicate all high demand titles in audio format, limits purchase of unabridged titles to those of 6 or fewer tapes, and collects no audiobooks on compact disc. * Videocassettes – The library collects mainly informational, documentary, and “how-to” videocassettes. Some classic films and musicals are selected for purchase. The library does not collect popular feature-length films that are readily available at commercial video rental agencies, but will attempt to identify and purchase high quality fictional titles that are not available elsewhere in the community. * Compact Discs – The library attempts to collect musical titles representative of all music genres, but makes no effort to create an exhaustive musical library. * CD-ROMs - The library collects these items in IBM compatible format only. CD-ROMs are chosen for their informational content and their applications. The library does not collect recreational CD-ROM titles (games). * Computer Programs – These applications are available in the computer lab and are not available for circulation. The programs are chosen based upon general usefulness and ease of application. * Online Resources – The library subscribes to online resources as they become available and prove valuable in a public library setting. Online resources are evaluated based on expense and the quantity of useful information provided. * Internet Resources – The library provides access to the Internet. Unlike most resources in the library, the Internet is an interactive medium, which is being changed constantly. No institution or organization has control over these resources, nor complete knowledge of what is on the network. Information on the Internet may be inaccurate, illegal, or considered offensive or controversial by some viewers. The library provides an Internet Use policy (see page 49) and Computer Lab Rules and Procedures (see page 50) which users are expected to follow when accessing the Internet from the computer lab. Juvenile Materials The Otsego County Library recognizes children and young adults as a vital component of the community it serves. The Library maintains the same standards for the selection of juvenile materials as for adult materials with special considerations given to age appropriateness and reading levels. The Library adheres to the materials format guidelines listed above. De-selection Items will be removed for the collection when one or more of the following criteria are fulfilled: * Item is damaged or worn out * Item is outdated or no longer accurate * Item is superseded by a new or better source * Item is presented in a format that the library no longer collects/maintains * Item is irrelevant or of no interest to the community * Item is so rarely used that it is not vital to the collection * Item is trivial Gifts The Otsego County Library reserves the right to use gifts of materials in keeping with its collection and selection policies. Materials considered unsuitable for the collection will be placed in the Friends of the Library book sale or discarded. The Library cannot provide an accurate appraisal of donated materials but will provide the donor with a statement listing numbers of items donated upon request. Memorials The Library accepts donations toward the purchase of memorial books. The Library Director will select the title in accordance with the donor’s wishes regarding subject specified. The library may accept a donation for a specific book if the title meets collection needs and selection policy standards. An identifying bookplate will be placed inside the front cover of each memorial book. ALA FREEDOM TO READ STATEMENT Adopted by ALA in May of 1953 The freedom to read is essential to our democracy. It is continuously under attack. Private groups and public authorities in various parts of the country are working to remove books from sale, to censor textbooks, to label “controversial” books, to distribute lists of “objectionable” books or authors, and to purge libraries. These actions apparently arise from a view that our national tradition of free expression is not valid; that censorship and suppression are needed to avoid the subversion of politics and the corruption of morals. We as citizens devoted to the use of books, and as librarians and publishers responsible for disseminating them wish to assert the public interest in the preservation of the freedom to read. The freedom to read is guaranteed by the Constitution. Those with faith in free men will stand firm on these constitutional guarantees of essential rights and will exercise the responsibilities that accompany these rights. We there affirm these propositions: 1. It is in the public interest for publishers and librarians to make available the widest diversity of views and expressions, including those which are unorthodox or unpopular with the majority. 2. Publishers, librarians and booksellers do not need to endorse every idea or presentation contained in the books they make available. It would conflict with the public interest for them to establish their own political, moral or aesthetic views as a standard for determining what books should be published or circulated. 3. It is contrary to the public interest for publishers or librarians to determine the acceptability of a book on the basis of the personal history or political affiliations of the author. 4. There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic expression. 5. It is not in the public interest to force a reader to accept with any book the prejudgment of a label characterizing the book or author as subversive or dangerous. 6. It is the responsibility of publishers and librarians as guardians of the people’s freedom to read, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large. 7. It is the responsibility of publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality and diversity of thought and expression. By the exercise of this affirmative responsibility bookmen can demonstrate that the answer to a bad idea is a good one. We state these propositions neither lightly nor as easy generalizations. We here stake out a lofty claim for the value of books. We do so because we believe that they are good, possessed of enormous variety and usefulness, worthy of cherishing and keeping free. We do not state these propositions in the comfortable belief that what people read is unimportant. We believe rather that what people read is deeply important; that ideas can be dangerous; but that the suppression of ideas is fatal to a democratic society. Freedom itself is a dangerous way of life, but it is ours. Library Bill of Rights The Council of the American Library Association reaffirms its belief in the following basic policies which should govern the services of all libraries. 1. As a responsibility of library service, books and other library materials selected should be chosen for values of interest, information and enlightenment of all the people of the community. In no case should library materials be excluded because of the race or nationality or the social, political, or religious views of the author. 2. Libraries should provide books and other materials presenting all points of view concerning the problems and issues of our times; no library materials should be proscribed or removed from libraries because of partisan or doctrinal disapproval. 3. Censorship should be challenged by libraries in the maintenance of their responsibility to provide public information and enlightenment. 4. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas. 5. The rights of an individual to the use of a library should not be denied or abridged because of his age, race, religion, national origins or social or political views. 6. As an institution of education for democratic living, the library should welcome the use of its meeting rooms for socially useful and cultural activities and discussion of current public questions. Such meeting places should be available on equal terms to all groups in the community regardless of the beliefs and affiliations of their members, provided that the meetings be open to the public. Adopted June 18, 1948. Amended February 2, 1961, and June 27, 1967, by the ALA Council OTSEGO COUNTY LIBRARY REQUEST FOR RECONSIDERATION OF LIBRARY MATERIALS AUTHOR___________________________ _____________________________ TITLE___________________________________________________________ Type of Material__________________________Date of Publication________________ Request initiated by___________________________Telephone___________________ Address____________________________________City______________Zip________ Complainant represents (specify) ______Self _________________________________________Name of organization 1. What is your objection to this material?____________________________________ ___________________________________________________________________ 2. Have you personally examined the material completely? _____Yes _____ No If parts only, specify:___________________________________________________ ______________________________________________________________ 3. What do you believe is the theme and/or major intent of this material?____________ ___________________________________________________________________ 4. What do you feel might be the result of reading or using this material?____________ ___________________________________________________________________ ___________________________________________________________________ Thank you. Your request will be referred to the Library Director. PATRON’S PURCHASE REQUEST FORM The Otsego County Library welcomes patron interest in the collection and will seriously consider all requests that fall within the guidelines of the collection development policy and budgetary limitations. The Library is, however, under no obligation to fill any individual request. Author__________________________________________________ Title____________________________________________________ Format (Book, CD, etc)_____________________________________ Publisher (if known)________________________________________ ISBN Number (if known)____________________________________ Where did you hear about this book and why do you think it would be a good addition to the collection?_______________________________ ________________________________________________________ ________________________________________________________ Request initiated by________________________________________ Address____________________________Telephone_____________ County resident?____yes_____no Are you a registered borrower of this Library?_____yes_____no 4. Circulation Guidelines Open access will be allowed to all persons wishing to use materials within the building. The library will adhere to the Library Bill of Rights (page ) and will not deny or abridge a person’s right to use this library because of origin, age, background or views. Cardholder privileges: a. Any resident or property owner in Otsego County will be issued a library Card upon presentation of identification showing current address and will be entitled to receive all services provided by the library. There will be no charge for the first card; lost or damaged cards will be replaced for a fee. b. The library participates in the statewide Michicard program and will issue a Michicard to any patron in good standing following Michicard guidelines. We have adopted the option of allowing Michicard users to borrow audiotapes. c. Non-residents within the service area of the Northland Library Cooperative and Antrim counties will be issued a library card for a one-time fee but will not receive the same services as a resident. The library will provide those services available at the local level, with some limits placed on borrowing privileges. Non-resident patrons needing regional or statewide services (for example, interlibrary loan) will be referred back to their local library or offered the service on a user-fee basis. Fees for various services will be set by the library board and periodically reviewed. d. Non-residents outside of those areas listed in section c shall be encouraged to use a Michicard from their home library. If they so wish, the library will issue a library card for a fee that is equivalent to the cost of serving a resident. This fee shall be set by the library board and periodically reviewed. The limits outlined in section c shall apply. e. A temporary card will be issued to a person who will be residing in Otsego County for a limited period of time (i.e. foreign exchange students, persons with temporary work assignments). Proper identification must be presented and the name and address of a local reference must be provided. Cards will be valid for a period of six months and will be renewable as needed. Circulation Guidelines a. Identification Upon presentation of an Otsego County Library card or other valid ID, materials will be loaned under the following guidelines. If a card is not presented and the staff member is reasonably sure of the identity of the patron, the loan will be permitted. b. Loan periods Books, audio materials, and juvenile/YA magazines will circulate for a 21-day period. One 21-day renewal will be permitted, except items on reserve may not be renewed. Hot titles will circulate for a 10-day period. No renewals will be given. Videos and back issues of adult magazines will circulate for a 7-day period. There are no renewals of videos; one 7-day renewal will be permitted on magazines. Equipment is generally loaned for 1 day; staff members may extend this period for up to 3 days if no other reservation has been made. Reference items, newspapers and current adult magazines are non-circulating. Circulation must be approved by the person on duty at the reference desk and loan periods will be established on a case-by-case basis. Staff members may make up to 5 free photocopies from non-circulating materials for patrons. Interlibrary loan items will be loaned for the time period specified by the lending library as a special loan and will not be renewed. Due dates will be provided on a printout; staff will not stamp each item. c. Limits: The limits for residents are: 3 items when using a newly issued library card 3 new books, non-fiction on the same subject or videos 25 items on any one account The limits for non-residents are: The same as limits for residents except 10 items on any one account The limits for Michicard residents are: The same as limits for non-residents except no new books d. Reserves: Application for reservation of an item must be made to the library staff or placed online. Notification will be given to the patron by phone (or postcard if no phone). If the patron cannot be contacted within two working days, the reserve will be reactivated and the next patron contacted. A reserved item must be picked up within 48 hours if another patron is waiting. e. Overdues: Patrons will be sent a notice of overdue materials within two weeks of the due date. Overdue fines are 5 cents per day to a maximum fine of $5.00 per item for all items except: Videos: 50 cents per day Hot titles: 50 cents per day Story boxes: 50 cents per day Equipment: $1.00 per day If books are not returned with 8 weeks of the due date, a bill for replacement cost of the materials will be sent and a $2.00 processing fee will be assessed to the patron’s account. Replacement cost of the item will be determined from current bibliographic sources. If the item is no longer in print, the charge will be the higher of the purchase price (as determined from the record) or the price from the average replacement cost table see page 35). If materials are not returned within 30 days of the billing, a letter will be sent from the Office of the Sheriff of Otsego County stating that materials must be returned in 14 days. The librarian may then take action in small claims court or turn the matter over to the prosecutor. If, during any part of this process, the materials are returned, the patron will be charged only for accrued fines and fees. Library cards will not be honored until all overdue books have been returned and fines total $5.00 or less. If fines are $5.00 or less, a patron may borrow materials upon paying 50% of the total due. A special waiver will be allowed for children who owe less than $5.00; a reminder note will be given to the child and he/she will be allowed to borrow two items. f. Lost or damaged items Patrons will be charged the replacement cost of lost or damaged items following the same guidelines as for billing. If a lost item is returned within 3 months of payment, the library will refund the money less the overdue fine and fee. g. The library has adopted a Confidentiality of Patron Records policy (see page 32) to protect the privacy of our patrons. Library staff will not disclose any information from the patron’s registration or account to a third party unless the patron gives written permission or a court order is obtained. All requests for such information should be referred to the library director. CONFIDENTIALITY OF PATRON RECORDS The Otsego County Library will comply with all provisions of the Library Privacy Act (MCL 397.601) which prohibits disclosure of any document, record, or other method of storing information retained by the library that identifies a person as having requested or obtained specific library materials from the library. No such records will be released to a third party without the written consent of the person identified in the record without a court order. However, according to the Library Privacy Act Amendment (1996 PA 188), if a parent or legal guardian signs to accept legal responsibility for return of his or her child’s library materials and to accept financial liability for that child’s library fines and other charges, the parent or guardian may authorize the disclosure of that child’s library records. The parent must sign the disclosure form before any information about the child’s account will be released. Library employees will respect the privacy of each and every library patron. While it may be necessary to discuss patron behavior or review records, this should take place only between library employees and never in the presence of other patrons. No gossip about library patrons will be tolerated. It is the policy of the Otsego County Library to preserve the confidentiality of all patron records to the fullest extent permitted by law. To that end, those records of the library shall be released or disclosed only as provided for herein: All patron registration information shall be treated by the staff of the library as confidential, including name, address, phone number, and any other information provided on patron registration forms. This policy also prohibits disclosure of whether or not a person has a library card or has registered for any event or service. The library may use registration information to distribute library-related information to registered borrowers. Registration records This policy defines registration records as any information gathered from the patron on the library card registration form, a sign in sheet for use of library equipment or materials, or Internet Access ID applications. This policy does not cover library circulation records protected by the Michigan Library Privacy Act. Notification of Library Director Any employee of the library who receives a request, or who is served with a subpoena, court order, or other legal process, to release or disclose any registration record shall promptly notify the Library Director. Action by the Director The library director, in a timely manner, shall review all requests and orders, consult with the library’s legal counsel as necessary, and respond in an appropriate manner to each such request or court order in accordance with this policy and with the Michigan Freedom of Information Act, 1976 Public Act 442, MCL 15.231-246. Requests for Registration Information The library director shall, in writing, deny all requests for the release or disclosure of registration information unless the Library has written permission from the persons identified in the records. Patron registration information is considered by the Library Board of Trustees to be “information of a personal nature where the public disclosure of the information would constitute a clearly unwarranted invasion of an individual’s privacy” as exempted from disclosure in the Michigan Freedom of Information Act, MCL 15.243 (1). Freedom of Information Act Requests for Registration Information The Library shall, in writing, deny any designated “Freedom of Information Act” request for the release or disclosure of confidential patron registration information as follows: To: __________________________ You are hereby notified that your request of _______(date) has been denied because the information requested is exempt from disclosure pursuant to MCL 15.243 (1) (a). The Otsego County Library maintains a policy of confidentiality of library patron records and will not release library patron names, addresses, telephone numbers or other registration information without the written permission of the library patron. Under Michigan law, you may commence an action in the Circuit Court to compel disclosure of public records (Freedom of Information Act, Section 10, MCL 15.240). We have attached a copy of the Freedom of Information Act for a full explanation of your right to seek judicial review under Section 10. ____________________ _______ Name and title of person denying request Date Court Order for Patron Information: The Library Director, after consultation and advice from the Library’s legal counsel, shall respond to any subpoena or court order to release or disclose patron registration information. Authority for Policy: The authority for this policy is the Michigan Freedom of Information Act, 1976 Public Act 442, MCL 15.243 (1) (a) regarding information of a personal nature where the disclosure would constitute a clearly unwarranted invasion of privacy. Internet Access ID Applications Applications for library-supplied Access Ids also contain patron information of a personal nature and, therefore, will follow the same policies as outlined for Registration Information except as follows: Since the library contracts with Merit, Inc. to provide Internet Access to the library’s realm on MichNet and each user must agree to Merit’s Acceptable Use Policy, the Otsego County Library will disclose information to Merit, Inc. when requested in cases of abuse of the account or emergency situations. Only the Library Director is authorized to release this information following an official request by Merit. Average replacement costs Cassette – Unabridged $ 25.00 Cassette – Abridged $ 15.00 CD-ROM $ 25.00 Compact Disc $ 15.00 Easy Reader $ 10.00 Hard Cover Fiction $ 25.00 Hard Cover Non-Fiction $ 25.00 Hot Read $ 25.00 ILL $ 25.00 Juvenile – Fiction $ 15.00 Juvenile – Non-Fiction $ 15.00 Juvenile Cassette $ 15.00 Juvenile Paperback $ 4.00 Kit $ 10.00 Magazine $ 3.00 Paperback $ 5.00 Record $ 10.00 Reference Book $ 50.00 Story Box $ 150.00 Trade Fiction $ 15.00 Trade Non-Fiction $ 15.00 Video $ 25.00 Young Adult Fiction $ 15.00 Young Adult Non-Fiction $ 15.00 Young Adult Paperback $ 4.00 5. Interlibrary Loan (ILL) Policies No matter the size of its budget, a library can purchase only a fraction of the materials published each year. Recognizing this limitation, libraries of all types have established resource-sharing networks to make it possible to provide patrons with materials not available in their local library. The Otsego County Library considers ILL a basic service for county patrons and continually strives to expand our borrowing base through reciprocal borrowing agreements. The following guidelines have been adopted to meet national ILL protocols and to keep costs of this service within budgetary constraints and, in most cases, free of charge to county residents. 1. All local resources must be exhausted before an ILL is initiated. 2. ILL should not be used as a substitute for collection development. If a title has been requested and interlibrary loaned more than once, it will be considered priority purchase unless it does not fall within our selection policy. This selection policy is also to be followed when initiating a loan. For example, OCL has decided to select only abridged books on tape. Therefore, we will not ILL unabridged titles to meet patron demand. We may, however, request an individual title if it is identified as the only means to fill an informational request. 3. The library will attempt to borrow materials from free sources if possible. When no free suppliers can be identified, the patron will be notified and asked if he/she wishes us to send the request to a library that charges a fee. The patron will then be expected to reimburse OCL for costs incurred including photocopying fees or service charges and must approve the charges in advance. 4. ILLs will be limited to three (3) at one time. Also, when a patron does not request a specific title (but rather asks for information on a topic), the staff will attempt to identify a title that answers that specific question and ILL only that title. For example, if a patron wants to know about show dogs we will identify a title and order it (not 3 titles on the same subject). If the patron needs more information, we will order another title in a second request. 5. Under national guidelines, the primary purpose of ILL is to provide materials to fill information needs. We will ILL recreational reading materials under the following rules: a) No more than 3 books by one author or in the same series b) If the title is in print, we will search only libraries in the Northland Library Cooperative c) If it is out-of-print, we will search beyond the cooperative within the State of Michigan d) No materials less than 6 months old or books still on the best-seller lists or in high demand e) We will not borrow items already in the OCL collection, even if they are overdue or on reserve f) No J, JE or YA paperbacks will be requested through ILL 6. Patrons will be notified as soon as the items arrive and are expected to pick them up promptly. If materials are not picked up, a fine of $2.00 will be assessed and ILL privileges will be suspended. 7. Loan periods are determined by the lending library and are generally not renewable. We will not request the same item twice for a patron. If materials are needed for an extended period of time, the patron should consider personal purchase. A $5.00 service charge will be levied for ILL materials more than one week overdue. 8. Lost, damaged or unreturned materials. Because our borrowing privileges depend upon due care and prompt return of materials, OCL will pursue return of books vigorously. Patrons not returning materials can expect to receive a bill from OCL and collection of unpaid bills will be turned over to the sheriff’s office after 14 days. If the materials are still outstanding after 30 days, OCL will initiate prosecution. 9. The Otsego County Library cannot assume the responsibility of another library. a) Non-residents ILL services are available to our out-of-county users through their home libraries. If they prefer to use our library for this purpose, we will charge a fee of $5 per request to cover direct costs for postage and group access fees. b) Students Students and instructors are expected to utilize the resources of their institutions. Convenience is not a valid reason to shift an ILL request to the public library. Libraries at schools and colleges collect materials to support coursework offered in these institutions and will most likely have the resources needed to complete assignments. For the purposes of ILL, the student’s school or college library will be considered a local resource, no matter where the campus is located, since tuition-paying students in Otsego County can or should be eligible to request assistance from off-campus library services departments. Therefore, following guideline #1 (to exhaust all local resources), an ILL will not be initiated for a student needing materials for a class assignment. OCL’s selection policy differs from that of school and academic libraries in that we purchase items of general interest that we believe will fill the informational and recreational reading needs of our community. We will assist students in locating appropriate materials in our collection, but if more information is needed our staff will ask the student to contact his/her school or academic library for further assistance. Following guideline #2, OCL will not ILL materials that do not fall within our selection policy, including textbooks for specific courses, materials from course reading lists, syllabi, bibliographies and database search printouts from other libraries, or multiple copies of materials for classroom use or group assignments. The library may enter into agreements with schools and colleges for interlibrary loan services so that their students can pick up materials locally rather than having them mailed. Each institution will determine its own policies for ILL, including fees charged to its students for this service, and OCL will not assume these costs. 6. Physical facilities To achieve the goal of good library service, the Board of Trustees accepts the Responsibility to see that public library facilities are provided which will adequately meet the physical requirements of modern, aggressive library service. Such facilities will offer to the community an invitation to enter, read, look, listen, and learn. Each building will fit an expanding program of library service. No food or drink will be brought into the building by patron and the staff will eat or drink only in staff areas. No smoking is allowed in the building. Equipment Use The library has for loan several pieces of equipment including a 16mm projector, 19” color monitor and videocassette player, Polaroid camera, slide projector and screen. The checkout period will be for 24 hours unless other specific arrangements are made. Groups under adult supervision are eligible to borrow equipment. If it should be deemed advisable, a deposit of $5.00 may be required; this deposit will be refunded when the equipment is returned in good condition. The LCD projector and laptop computers may be loaned only to departments of the county or local nonprofit groups. The loan must be approved by the director or assistant director. The library has available for use within the building a variety of equipment. The equipment is available on a first-come basis; reservations will not be accepted. Fees to offset the cost of operating and maintaining this equipment will be charged as follows: Copier and Printers: 10 cents per copy Typewriter: 25 cents per half-hour Microfilm printer: 10 cents per page Laminator: 50 cents per foot Telefax: 50 cents per page to receive $1.50 for first minute, 25 cents additional minutes to send Computers: There is no charge for use of computers but time limits may be established during busy times; see Computer Lab rules on page Telephones: Telephones in the staff area are for business use only A pay phone is available for use by the public Staff Use of Equipment The staff is able to use the library’s equipment at a discounted cost: * Staff are charged $.05 for a copy or printer page * The staff is allowed to receive faxes at no cost, and the cost of sending the fax can be determined from the phone bill. The staff member should log the fax on the telephone log so that the director can identify and charge the staff member * When necessary, long distance phone calls can be made by staff members. The staff member should log the call on the telephone log so that the director can identify and charge the staff member * Local calls can be made at no charge but should be kept to a minimum Meeting Room The Otsego County Library’s meeting room is primarily for the use of the library or library-related groups (Friends of the Library, Internet Users Group). When not required for library use, it may be made available, without charge, for use by the community subject to the following regulations: ______________________________________________________________ 1. The library meeting room may be used by community groups whose purposes are civic, cultural, or educational in nature or are bona fide governmental boards or committees. The library reserves the right to require a written statement of the program and objectives of a group, when this is not apparent, before granting permission to use the room. 2. Meetings may only be held during regular library hours and must not interfere with the normal operations of the library. Meetings may be held outside of regular hours only when a library employee volunteers to open or close the building. 3. All meetings must be open to the public and no attendance or entry fee may be charged. Only the library or a library group may sponsor a fund- raising or purely social event and meetings for the exclusive purpose of fund raising by individuals or other groups are prohibited. Non-profit organizations may collect ordinary annual dues or sell miscellaneous items (such as the organization’s calendar, etc), provided that such activity is incidental to the purpose of the meeting. Commercial sales and promotions of businesses are prohibited. 4. The meeting room shall not be used for political rallies, partisan events, religious services or evangelism meetings. 5. Use of the meeting room is by reservation only. Reservations will be accepted on a first-come/first-served basis, and will not be accepted on an automatically recurring basis. Reservations will be made for up to two six months following the current month (example: if the current month is August, the room can be reserved for September and October through February. 6. Library sponsored or co-sponsored programs take precedence over other groups at all times. The library reserves the right to change or cancel reservations. 7. Refreshments will be permitted only with permission of the library director within the confines of the meeting room. Alcoholic beverages may not be served, nor is smoking permitted anywhere in the library building. 8. Groups must consist of at least five individuals. If not in use, the room may be made available for serious small group study or tutoring sessions at the discretion of the library staff. Attendance must not exceed the limit established by the library and Fire Marshall. 9. Use of the library meeting room does not imply library endorsement, and no announcement, press release, flyer or other promotion should state or imply library endorsement or sponsorship of the event or the organization. Such announcements, press releases, flyers or other promotions should clearly state the sponsoring group’s name and refer to the library only as the location of the meeting. Groups may not use the library’s name or address as their own address or headquarters location or store their property at the library between meetings. 10. Handouts, pamphlets or other materials may be distributed only to those attending the meeting and may not be placed outside the meeting room for general distribution or left in the library at the conclusion of the meeting. 11. Groups are responsible for set up and clean up after their meeting and leaving the room as they found it. 12. The representative of the group reserving the room must sign a form assuming responsibility for any damage done to library facilities or equipment. The signed release must be on file with the library prior to the scheduled meeting. Abuse of the facilities will be sufficient cause to deny further use of the room. 13. The library is not liable for injuries to people or damage to or loss of property while using the meeting room. 14. Final authority for the use of the library meeting room rests with the Library Director or her/his designee. Failure to abide by these rules or to cooperate with library staff may result in loss of meeting room privileges. Displays The Library welcomes the opportunity to allow community groups, organizations or individuals to use the various display areas of the library. Space is provided for displays of an educational, cultural, civic or recreational nature. Displays of a religious, commercial or political nature are prohibited. Exhibits in the library are seen by anyone who walks into the library – both children and adults who may have various degrees of sophistication. The materials of the exhibits must therefore meet what is generally known as “standard of acceptability to the community.” Application for exhibits must be made through the Library Director and will be on a first-come basis. The library shall have final decision on the content and arrangement of all exhibits. Every item must meet the library’s standard of value and quality and the library reserves the right to reject any part of an exhibit or to change the manner of display. All publicity material relating to exhibits shall be submitted for approval by the Library Director. It is the responsibility of the exhibitor to set up and remove the exhibits. Exhibits of a temporary nature only will be accepted; length of display must be approved by the Library Director and exhibitor must remove the display before the scheduled time expires if so requested by the library. The library does not carry insurance on, and is not responsible for, any items owned by the exhibitor. The library will not provide storage for the property of organizations or individuals displaying in the library. All exhibitors are required to sign a form, which releases the library from any responsibility for exhibited items (see page 44). Otsego County Library Exhibit Release I, the undersigned, hereby lend the following works of art or other material to the Otsego County Library for exhibit purposes only. In consideration of the privilege of exhibiting them in the library, I hereby release said library from responsibility for loss, damage, or destruction while they are in the possession of the library. Exhibition to be held in the___________________________________________ During__________________________________________________________ Description of materials loaned_______________________________________ ________________________________________________________________ ________________________________________________________________ Signature________________________________Date____________________ Address_________________________________Phone___________________ 8. Public Relations/Programming Some of the primary public relation goals of the library are: * Understanding of the library’s objectives and services by governing bodies, civic leaders, and the general public; and, * Encouraging the public to actively participate in the services offered by the library The Board recognizes that public relations involve every person who has any connection with the library. The Board encourages its own members and every staff member to realize that he or she represents the library in everyday public contact. The Board approves of special programming in support of its public relations goals and encourages advertising and/or publicity when feasible. Any material to be sent to the press or other media should be approved by the Library Director. All programs must be made available to county residents first. Only if space is available will the programs be opened to non-residents. Story hour policy The library will determine the number of story hours it can offer per week based on availability of staff. Pre-registration is required and sessions are limited to 15 children. All children must be three years old at the time of registration. Due to the high demand for this service, the library cannot accommodate groups of children from day care providers. If, after pre-registration, there are slots available, these slots may be filled by day care children. The library encourages day care providers to expose the children to the library setting. We will make every effort to accommodate group visits and provide an occasional story time for individual groups. Class visits We are pleased to have students using the public library and wish to make your library experience an enjoyable one. In order to accommodate the increasing number of requests for library visits and tours from all schools/colleges within our service area and to provide equal opportunity for all students, the Otsego County Library has developed the following guidelines: 1. We require one week advance notice so that adequate staffing levels can be arranged. 2. School class visits will be scheduled in Gaylord from 9:15-12:15 and 1:15-3:00. Some days may not be available because of other programming (for example, preschool story hours). Evening tours are subject to staff availability. Visits to the Johannesburg and Vanderbilt branch libraries should be scheduled with the branch manager. 3. Class visits will be limited to three per day. 4. While it is sometimes necessary for two classes to visit together, the most successful group visits are limited in size. 5. Precedence will be given to classes that have not visited the library or have a special research project. The library may cancel a scheduled visit from a class that has been to the library more than once to accommodate first visits or special needs. Every effort will be made to provide at least a 48 hour notice of a cancellation. 6. A teacher must supervise all classes. If students will need help with research, it is recommended that additional staff or parent volunteers accompany the class. 7. Regular library policies will apply to students borrowing library materials or using library equipment, including loan periods and fees. To expedite the check out process and to eliminate the chance of materials being charged to the wrong account, we strongly encourage students to present his/her library card. The teacher must verify the identity of any student not presenting a library card. 8. Large group visits do not allow adequate time for use of specialized equipment or Internet resources. Individuals wishing to use the computer lab or other non-print resources need to return to the library for one-on-one instruction. 9. Gifts Within the provisions of the state law, the Board of Trustees adopts the following policies: a) Books and other materials will be accepted on the condition that the Library Director has authority to make whatever disposition he or she deems advisable. b) Gifts of money, real property, and/or stock will be accepted if conditions attached thereto are acceptable to the Board of Trustees and the County Commissioners. 10. Internet Resources Otsego County Library Internet Services The Otsego County Library offer Internet access free of charge to the public in its computer lab during regular library hours. Terminals are also available at the branch libraries in Johannesburg and Vanderbilt. For those wishing to use computers in their home, office or school to connect to the Internet, there are three levels of dial-in access through the library: Free Access Dial in to the Michigan Electronic Library and login as a guest. You will be able to browse a text-based version of this site. There are links to many other sites to which you will have access. You are limited to the links provided by the Michigan Electronic Library. Limited Access An access ID ($30 for 6 months) will allow a point-to-point (PPP) connection required for a graphical interface, as well as telnet capabilities. THERE IS NO E-MAIL AND SESSIONS ARE LIMITED TO ONE-HOUR. In order to obtain an access ID, you must meet the following qualifications: * Resident of Otsego County * Possess an Otsego County Library Card * Agree to the MichNet acceptable Use and Conditions of Use Policy * Obtain a parent of caregiver signature if under 18 years of age It is the responsibility of the user to determine before subscribing that this account will meet his/her needs and/or that his/her equipment can support Internet access. There will be a $15 processing fee for refund requests. Refund requests must be made within the first month of service. Full Access Available through the Northland Library Cooperative, these accounts provide e-mail, telnet, PPP capability and longer access time. Applications are available at the circulation desk. Instructional sheets for each dial-in option are available at the library’s circulation desk. Internet Use Policy In response to advances in technology and the changing needs of the community, The Otsego County Library endeavors to develop collections, resources and services that meet the informational, individual and educational needs of a diverse community. It is within this context that the Otsego County Library offers access to the Internet. The Otsego County Library does not monitor and has no control over the information accessed through the Internet and cannot be held responsible for its content. The Internet is a global entity with a highly diverse user population and Library patrons may encounter material that is inaccurate or that they consider offensive. While patrons are free to access whatever Internet sites they wish, the library must also be mindful and respectful of the rights of other patrons (particularly children) not to be inadvertently exposed to material and images they (or their parents) may find personally unsuitable. In fact, the library bears some risk of becoming involved with the issue of sexual harassment if sexually explicit images are displayed openly to patrons who are unwilling to view them. Therefore, staff members will request that a patron remove such an image or text from an Internet workstation screen if, in the staff member’s judgment, the image or text is displayed in such a way that other patrons, particularly children, cannot avoid viewing it in the course of carrying out their business in the library All Internet resources accessible through the Library are provided equally to all library users. Parents or guardians, not the Library or its staff, are responsible for the Internet information selected and/or accessed by their children. Parents are advised to supervise their children's Internet sessions. Not all sources on the Internet provide accurate, complete, or current information. You need to be a good information consumer, questioning the validity of the information you find. The library is not responsible for the accuracy of information found on the Internet. Computer Lab Use Rules and Procedures Welcome to the Otsego County Library's Public Access Computer Lab. To maximize computer availability, and to insure fair accessibility for all, please follow these rules and procedures. 1. You'll need a current Otsego County Library card. We'll hold your library card while you use the computer. If you are not a county resident and are not eligible to receive a card we must have identification, such as a valid driver's license. 2. You will be assigned to a specific workstation. If you have difficulties with the computer, please ask for help at the desk. Do not move to another computer. 3. The Otsego County Library provides computers for the purpose of doing research, word processing, and office applications. They are not to be used for games, party or chat sessions. Using the computers for the purpose of personal correspondence (email) is permitted. However, priority will be given to patrons who want to do research or office applications. 4. The unauthorized disclosure, use, and dissemination of personal identification information regarding minors (under 18) is prohibited under the Neighborhood Children’s Internet Protection Act (NCIPA). Minors are encouraged to request assistance from library staff before using electronic mail and other forms of direct electronic communications or accessing Internet sites that ask for personal information. Minors should report to staff any problems they encounter while using the Internet. 5. There is a 1 hour limit on the workstations when others are waiting; a two-hour limit per person per day. 6. Please, no more than two people at the computer at a time. Our space is limited. 7. You may not use your own software programs on the computer. This will help prevent computer viruses that are common on public computers. 8. You may bring your own disk or purchase one at the circulation desk if you wish to save or download files. No files are to be saved on the computer. The Library is not responsible for any loss or damage to personal disks when downloading. 9. A printer is available for printouts. Prints are $.10 per page. Please pay for prints at the circulation desk. Printing must be black on white background. 10. To use a computer, you must have a general understanding of computers and Windows applications. The library staff does not have time to train you in using these programs. There are tutorials for most of the software loaded in the computer. Guides are available in the lab for some programs. Because of library scheduling, Internet trained staff may not always be available. 11. Computing resources may only be used for legal purposes. Examples of unacceptable purposes include, but are not limited to, the following: * Harassment of other users or library staff; * Libeling or slandering other users; * Destruction of or damage to equipment, software or data belonging to the Library or other users; * Disruption or unauthorized monitoring of electronic communications; * Unauthorized copying of copyright-protected material. 12. Michigan State University and the Otsego County Library are Merit Affiliates. Therefore, patrons using the computers must follow the MichNet Acceptable Use Policies, The Otsego County Library Internet Use Policy and the Computer Lab Use Rules and Procedures which are posted in the Lab. By registering to use a computer, you are agreeing to read and abide by these policies and rules. Failure to follow these guidelines may result in the loss of your computer privileges. Revised and adopted June 25, 2002 MichNet Acceptable Use Policies MICHNET ACCEPTABLE USE POLICY=== February 9, 1996=== The purpose of MichNet is given in Article II of Merit Network, Inc.’s Bylaws which states in part that “... in pursuance of its mission in instruction, research, and service ... it is the role of Merit as [the operator of a high-speed digital communications network to contribute broadly to educational and economic development in Michigan, ...”. ACCEPTABLE USE This statement represents a guide to the acceptable use of MichNet. Any Member or Affiliate connected to MichNet in order to use the Michigan statewide network, or any other networks which are used as a result of their MichNet connection must comply with this policy and the stated purposes and Acceptable Use policies of any other networks or hosts used. Each Member and Affiliate organization is responsible for the activity of its users and for ensuring that its users are familiar with the MichNet Acceptable Use Policy or an equivalent policy. In addition, it is expected that each Member and Affiliate will maintain and enforce its own Acceptable Use policies. At a minimum, Merit expects such policies will include: (1) To respect the privacy of other users; for example, users shall not intentionally seek information on, obtain copies of, or modify files, other data, or passwords belonging to other users, or represent themselves as another user unless explicitly authorized to do so by that user. (2) To respect the legal protection provided by copyright and license to programs and data. (3) To respect the integrity of computing systems; for example, users shall not intentionally develop programs that harass other users or infiltrate a computer or computing system and/or damage or alter the software components of a computer or computing system. The following policies and guidelines will be applied to determine whether or not a particular use of MichNet is appropriate: (1) The intent of this policy is to make clear certain uses which are consistent with the Net, not to exhaustively enumerate all such possible uses. (2) Merit may at any time make determinations that particular uses are or are not consistent of MichNet. (3) If a use is consistent with the purposes of MichNet, then activities in direct support of that use will be considered consistent with the purposes of MichNet. (4) Malicious use is not acceptable. Use should be consistent with guiding ethical statements and accepted community standards. MichNet may not be used in ways that violate applicable laws or regulations. Use of MichNet and any attached network in a manner that precludes or significantly hampers its use by others is not allowed. (5) Connections, which create routing patterns that, are inconsistent with the effective and shared use of the network may not be established. (6) Unsolicited advertising is not acceptable. Advertising is permitted on some mailing lists and news groups if the mailing list or news group explicitly allows advertising. Announcements of new products or services are acceptable. REMEDIAL ACTION When Merit learns of possible inappropriate use, Merit staff will notify the Member or Affiliate responsible, which must take immediate remedial action and inform Merit of its action. In an emergency, in order to prevent further possible unauthorized activity, Merit may temporarily disconnect that Member or Affiliate from MichNet. If this is deemed necessary by Merit staff, every effort will be made to inform the Member or Affiliate prior to disconnection, and every effort will be made to re-establish the connection as soon as it is mutually deemed safe. Any determination of non-acceptable usage serious enough to require disconnection shall be promptly communicated to every member of the Merit Board of Directors through an established means of publication. Confidentiality of Internet Access ID Applications Applications for library-supplied Access Ids contain patron information of a personal nature and, therefore, will follow the same policies as outlined for Registration Information under the Confidentiality Policies except as follows: Since the library contracts with Merit, Inc. to provide Internet Access to the library’s realm on MichNet and each user must agree to Merit’s Acceptable Use Policy, the Otsego County Library will disclose information to Merit, Inc. when requested in cases of abuse of the account or emergency situations. Only the Library Director is authorized to release this information following an official request by Merit. . 44 1