Library Policies

Russell County Public Library seeks to meet the needs of community members to access information and resources to make informed decisions, stimulate the imagination, connect and engage the world online and create young readers. Public access to the Internet offers current global resources to meet these needs.

ACCESS AND USE

Russell County Public Library provides wired and wireless Internet access and expects users to use it in a manner consistent with the mission of the Library. The Library does not control the information available on the Internet and cannot be held responsible for its content. Library patrons over the age of 18 may use the wired Internet access at Russell County Public Library. Patrons under the age of 18 must have a parent or guardian’s signed permission on file to use the wired Internet. Children under age 8 must be under the direct supervision of a responsible adult when using the Internet.

The Library promotes an environment where safety and security, especially of minors, is of utmost importance. The Library strongly supports Intellectual Freedom in the use of the Internet and states its position clearly in its intellectual freedom statement in the Collection Development Policy. The Library also abides by all applicable laws and regulations. Balancing fair and legal use is sometimes a delicate matter. As required by Virginia state law, the Library’s wired Internet is ‘filtered’ in an attempt to prevent access to material deemed harmful to minors. The Library also abides by the Children’s Internet Protection Act. Patrons may request that the filter be disabled as well as that a site be added to or removed from the list of blocked sites. Such requests are reviewed by the library administration. Wireless Internet access is not filtered as patrons are using their own devices; wireless access does not permit access to other Library computing resources such as printers or scanners. Wireless users are expected to adhere to this policy when using access in the Libraries or on the Library’s grounds.

The Library does not monitor, control, or provide barriers to such material, aside from filters required by law, and cannot be held responsible for the content of the Internet. Some Internet sites may contain inaccurate, incomplete, outdated, indecent, controversial or offensive material. Patrons are cautioned that the Internet is not a secure medium and third parties may be able to obtain information regarding user’s activities in a variety of ways. The wireless networks are unsecured. Patrons are encouraged to be critical consumers and to evaluate the information carefully. The Library is not responsible for any liability or damage arising from a user’s Internet access.

The Internet contains material that is inappropriate for viewing by children. Although the Library uses a filter, it is an imperfect tool; the Library is not responsible for inappropriate or offensive material which may pass through the filter. Parents/guardians are informed that the Library staff cannot monitor or supervise children’s use of the Internet. As with other Library materials, restriction of a child’s access to the Internet is the responsibility of the parent/legal guardian. Print resources are available to parents and guardians on child safety on the Internet. Additionally, the Library offers links to a wide range of useful and interesting sites for children and youth through pages on the website dedicated to children.

When using the Internet at Russell County Public Library, through login procedures, the patron agrees to abide by the terms of this policy and the conduct policy, and by related Library procedures regarding use of public computers.

Library staff will treat the contents of electronic files as private and confidential. Any inspection of electronic files, and any action based upon such inspection will be governed by applicable Federal and Virginia laws, as well as Russell County Public Library policies. This policy complies with existing Virginia and Federal laws.

Unauthorized Use

Use of the Internet for both library employees and library patrons is a privilege, not a right. Inappropriate use will result in a first written warning. A second offense will result in a suspension of Internet privileges for 3 months. A third offense will result in cancellation of this privilege. Reinstatement of Internet privileges can only occur with an appeal to the Library Board and their approval.

The Library’s Rules of Conduct apply to the use of the Internet for inappropriate or disruptive behavior.

Illegal acts involving Library computing resources may also be subject to prosecution by local, state, or federal authorities.

Examples of inappropriate or unacceptable use include, but are not limited to, the following:

Using any RCPL computer, peripheral, or service for illegal or criminal purposes, such as sending, viewing, or downloading illegal material via the Internet;
Violation of computer system integrity, tampering with or destruction or damage to any computing hardware or software;
Storage of data to anything other than a personal storage device, e.g. USB drive;
Violation of software license agreements and copyright laws;
Violation of another person’s or party’s privacy;
Use of sounds or visuals which might be disruptive to others;
Installing personal software on library-owned computers;
Making false statements to obtain the filter disabling;
Viewing images or videos pornographic in nature
Any other activity expressly prohibited in RCPL policies and procedures.

Approved by Library Board of Trustees 8/18/98, Amended by Library Board of Trustees 7/99;
Revised by the Library Board of Trustees 12/16/2003, 9/18/2007; 12/15/2015

The Library Board of Trustees is responsible for policy governing conduct in the library necessary to protect the rights of individuals to use library materials and services, to protect the rights of library employees to conduct library business without interference, and to preserve library materials and facilities.

Library patrons have the right to use library materials and services without being disturbed or impeded by other library users. Library patrons and employees have the right to an environment that is secure and comfortable. Library patrons and employees have a right to materials and facilities that are available and in good condition.

Patrons shall be engaged in activities associated with the use of a public library while in the building, such as reading, studying, using library materials, or participating in library activities.

Patrons shall respect the rights of other patrons and shall not harass or annoy others. Improper conduct in the library or on library property is prohibited. Examples of unacceptable behavior (behaving in a manner which reasonably can be expected to disturb other patrons) include, but are not limited to: acting in violation of federal, state, or local law, ordinance or regulation; possessing or consuming alcohol or illegal drugs, or being under the influence of alcohol or illegal drugs; engaging in disorderly conduct, including obscene or abusive language and destructive or violent acts; gambling; loitering, including refusing to leave at closing; impeding access to the library; leaving children, under the age of 6, unattended by a responsible person; bringing animals, other than handicapped-aide animals or those used for law enforcement or library programs, into the library; mutilating or defacing library property; removing library materials from the premises without authorization through established lending procedures; distributing pamphlets or leaflets, soliciting, or campaigning; smoking, eating, or drinking, except in designated areas; creating any loud and/or disturbing noises, either personally or by using audio equipment; staring at another person with the intent to annoy that person; and following another person about the building with the intent to annoy that person.

Theft, vandalism, or mutilation of library property is a violation of the Code of Virginia and shall be punishable by law. All briefcases, oversize handbags, carryalls, luggage, packages, overcoats and shopping bags shall be subject to inspection by library staff. Library staff may, for good cause related to any apparent breach of these rules and regulations, request a patron to provide proper identification.

Complaints by patrons and staff about the conduct of other patrons and staff will be treated seriously. The source of the complaint will be notified by staff members that his/her conduct is unacceptable and infringing on the rights of others.

Patrons who fail to comply with this policy may be asked to leave the library building and library property for the rest of the day. Continuing problems, or extreme misconduct, may result in suspension from the library building and library property, on recommendation of the director. Extreme cases of misconduct will result in immediate expulsion. The library staff shall contact the police when necessary.

Any patron, whose privileges have been denied, may have the decision reviewed by the Library Board of Trustees.

This conduct policy will be posted in public view, and copies will be distributed to patrons upon request.

Approved by Library Board of Trustees 4/96; revised July 2010

The Russell County Public Library offers a books-by-mail program designed to improve access to the library by providing outreach service to the residents of Russell County who are homebound.

GOAL

The book-by-mail program serves residents of Russell County who have difficulty in access to the full range of services at the public library because they are physically unable to travel to the library.

OBJECTIVES:

The availability of free books-by-mail service will be publicized through all channels used to promote public awareness of other library services.
Patrons will receive the catalog titles they request within seven working days if they are available. Titles that are unavailable will be reserved for patrons.

POLICIES:

The library will pay for all postage costs, and will not charge overdue fines.
The program will be administered and coordinated by the Outreach Librarian.
Each patron will be allowed a total of five books checked out at any time.
A separate books-by-mail collection shall be maintained, supplemented by the library’s main collection. Books-by-mail items may be loaned to any library patron and shall not be restricted in circulation to those patrons registered in the book-by-mail program.
The collection of titles in the books-by-mail program will include, but not be limited to, paperback books reflecting the current and varied interests of its patrons. Patrons will be encouraged to make recommendations for titles or specific areas of interest. Patrons may request books of favorite genres to be mailed to them. For example: Christian fiction, historical fiction, biographies, true crime, etc.
Service shall be provided to all residents in Russell County who do not have easy access to its public library, including the homebound and residents of institutions, regardless of their location in the county.
Statistics will be maintained on the uses of books-by-mail service, including number of users and circulation, cost data, and demographics for its operation. Reports will be submitted monthly to the library board.

Revised March 2009

Russell County Public Library (RCPL) will no longer charge overdue fines effective July 1, 2021. RCPL is thrilled to remove this barrier to our resources and to provide more equitable library access to everyone in our communities.

Why eliminate fines?

Digital materials are never “overdue” and never have fines. If you have the means to buy a digital device, you can avoid overdue fines. If you have the means to obtain Internet access, you can bypass the physical library and fines altogether. Hence fines disproportionately affect people at the bottom end of the socio-economic status or those that live where the Internet is unavailable.

Automatic renewal also drastically reduces overdue fines. During the pandemic, no fines were charged, and we saw no change in the rate of material returns. Research has shown that overdue fines are not effective in encouraging the return of library materials. However, fines can quickly become a barrier to using the library.

In addition, if you use digital library materials, you never have overdue fines. Patrons who continue to use print materials are at a disadvantage to those who use digital materials. It didn’t seem fair.

We know that life happens sometimes, and it can be difficult to return items on time, so we don’t want overdue fines to discourage patrons from the invaluable free technology, literacy, and lifelong learning resources that our libraries offer.

Patrons no longer need to worry about overdue fines in the future or the past. All existing RCPL overdue fines have been waived.

Due Dates

Every item checked out will still have a due date. Please remember that someone else may be waiting for an item, so bring it back on time. You will be receiving more frequent reminders about overdue materials. If someone else has placed a hold on an item, it will not be automatically renewed.

Automatic Renewal

When materials are automatically renewed, patrons receive notification of items renewed and a new due date via email/text. If materials cannot be renewed (hold, renewal limit met, etc.), patrons are notified, and an overdue notice is generated.

Damaged or Lost Items

Our fine-free initiative applies only to overdue items. Fees for damaged or lost items will still be charged to cardholder accounts.

Blocked Accounts

Once your card reaches a total of 10 overdue items or any item overdue for more than 3 weeks, your library account will be blocked. When that happens, you will not be able to check out more items or access certain digital content until the overdue items are returned. You will be billed for the overdue items when they have been overdue for 90 days.

Frequently Asked Questions

I have a card with old late fines on it. Can I still use it?

Yes! All existing overdue fines have been waived. Some patrons may still see charges for lost or damaged items. Please get in touch with us if you have questions about your account.

What about the lost revenue that overdue fines generated? How can I support the library?

The revenue from overdue fines was less than one percent of RCPL’s budget. That revenue disappeared with automatic renewal. You can donate to the Friends of the Russell County Library if you want to help the library.

I found an item that I’m being charged for as “lost.” Can I bring it back?

Yes, please do! There won’t be any overdue fines, but you may still be responsible for a processing fee depending on how long it’s been lost.

What about hold times? Will I have to wait forever for my item?

Patrons will be receiving additional and more frequent notifications about overdue items to encourage them to return materials. Research has shown that overdue fines are not effective in encouraging the return of library material. Plus, items with holds will not be renewed.

Why did you decide to eliminate overdue fines?

In January 2019, the American Library Association (ALA) passed a resolution that asserted overdue fines are a barrier to equitable access and encouraged libraries to eliminate them. The ALA is our largest professional organization and we give serious consideration to their resolutions.

In going fine-free, we are joining the ranks of many other public libraries across the nation. In the lead-up to this decision, we carefully reviewed studies and articles about eliminating fines. Some examples of these include:

Are Fines Effective? Access Services Conference 2017 Poster

Lightfoot’s decision to eliminate library fines triggers 240% increase in book returns

Removing Barriers to Access: Eliminating Library Fines and Fees on Children’s Materials

The case against library fines–according to the head of The New York Public Library

Russell County Public Library (RCPL) cultivates a community of lifelong learners through reading, digital connectivity, access to information resources, and programming. To meet this mission RCPL seeks to provide its residents with free and equal access to information in paper, electronic, visual, or audio form.

Recognizing that an informed constituency is critical to the democratic process and that different viewpoints have varying degrees of validity, the public library strives to provide a collection that is current, balanced, and representative of all fields of knowledge to the extent of its financial limitations. This document will guide the development and maintenance of the library’s collections and enhance public understanding of collection development as a facet of library operations.

Selection

Materials are selected to help achieve the goals the library sets in its stated mission, so selection must be consistent with library goals as well as the need for broadening and deepening the scope of the library collection and the need to keep abreast of rapidly expanding and changing fields of knowledge. Since the library recognizes its responsibility to have a representative selection of materials on subjects of interest to its users, library materials shall be selected for values of interest, information, and enlightenment of all residents of our community. An item considered for purchase must be measured against other available materials, including what is already in the collection, as well as needs and the funds available. The overall value of the material is the chief criterion of selection.

We will not exclude any material because of personal attributes of the writer. To the best of our ability, the library shall provide material presenting all points of view concerning the topics, issues, and problems of our time, international, national and local. Materials of sound factual authority should not be proscribed or removed from library shelves because of partisan or doctrinal disapproval.

The selection of any material for the library’s collection does not constitute an endorsement of its contents by the RCPL Board of Trustees or the library or its governmental bodies. The library recognizes that some materials may be interpreted as controversial, and that any given item may offend someone. Selection decisions are not based on anticipated approval or disapproval, but solely on the merits of the work in relation to the collection and the needs and interests of the community, or some segment of the community.

The Director of Library Services is ultimately responsible for the selection of materials. This responsibility is delegated to the Branch Managers/Public Services Supervisor, who make the bulk of selection decisions. Material requests from the public are considered since they reflect the wants and needs of the community served. These requests, however, are subject to the same criteria applied to other requests.

Please NOTE:
The responsibility for children using library materials rests solely with their parents or legal guardians. The library will, in no way, act “in loco parentis,” Latin for “in the place of the parent.” The selection of materials intended for adults will not be inhibited by the possibility that children may access the materials.

Selection Aids

The volume of new materials published annually precludes examining each selection prior to purchase. Reviews in magazines and websites are used for guidance. The following titles are among those consulted: Publishers Weekly, Booklist, School Library Journal, Hornbook, Library Journal, New York Times Book Review, and “best books” and school reading lists.

Collection Notesstrong>

Local History – Most items collected in the Local History collection are related to Russell County. RCPL also strives to include materials from surrounding counties as well as rare Virginia materials, which may directly or indirectly relate to county history and genealogy.

Non-Fiction – This collection is maintained at a basic level to introduce and define a subject and indicate the varieties of information available elsewhere. It includes selected editions of important works, historical surveys, biographies, as well as best-selling books. Many books on similar topics may be maintained to meet patron desire and demand.

Paperback – This collection is maintained exclusively through donations to meet the needs of patrons that prefer the format for current or pleasure fiction.

Parent Resource Center –This collection includes print and non-print materials and is aimed toward the special needs of children with learning difficulties. These resources are intended for use by parents, as well as educators.

Periodicals and Serials – The acquisition of print titles is highly selective due to the ongoing commitment of the funds and the individual cost. An extensive digital collection is available through the Library of Virginia.

Reference – This collection is small and composed of non-circulating electronic and print materials designed to provide quick access to information in all subject fields. The collection includes major dictionaries and encyclopedias, almanacs, atlases, guides, and historical surveys.

Young Adult Materials – This collection supports the needs and concerns of youth from grades seven through twelve. The collection functions as a transition between the juvenile collection and the adult collection, providing materials relating to the interests and personal growth of adolescents.

Gifts

RCPL recognizes that gifts and endowments are an excellent means of extending the materials budget and of developing the collection. RCPL does not accept for deposit materials that are not outright gifts. RCPL will accept gifts of new or used books, magazines, audiovisual materials, equipment, or other related materials published in the last 10 years. Such gifts are accepted on the condition that they are subject to the same selection criteria as newly purchased materials and that they may or may not be used in the library’s collections. All such gifts will be evaluated by library staff to determine their appropriateness to the collection and their disposition. Gifts not added to the collection will be turned over to the Friends of the Library for sale or discarded, as deemed appropriate by staff.

Gifts of money to purchase memorial books are accepted by Friends of the Library. Other monetary gifts, gifts of stocks, bonds, endowments, estates, land, etc. are welcomed by the library, providing the Library Board of Trustees approves conditions of such gifts.

Upon the receipt of an approved gift/donation, the library staff will, if requested, provide a statement for tax purposes (Appendix B). The statement will describe the gift in terms of extent and condition, but will not include an assessment of value. While the donor may claim a deduction for a charitable donation, the library cannot determine the value of a gift. It will be the donor’s responsibility to determine the fair market value of all items to be donated before the donation is made.

Collection Assessment and Maintenance

To maintain a collection of useful materials meeting the goals of the library and serving the needs of library users, collection evaluation and assessment are conducted, under the supervision of the director. RCPL will use techniques that are collection-centered (counting holdings and assessing collection age/publication dates) and client-centered (user surveys and collection use by patrons) and may include qualitative and quantitative techniques. RCPL assesses specific portions of the collection annually and coordinates with collection maintenance activities of inventory and weeding.

Systematic withdrawal of material from the collection, known as weeding, is most conveniently done as part of direct examination of the collection during collection assessment. Staff conducts weeding under the supervision of the library director. The director or the public services supervisor review items selected for discard before withdrawal.

The Procedures for Weeding includes the complete criteria for withdrawing material as well as guidelines for each collection. Primary criteria are content, condition, and use patterns. Withdrawn material may be made available to the Friends of the Library for sale or may be recycled.

Inventory will be conducted regularly and missing or lost books will be withdrawn after two years. Evaluating the physical condition of the collection is done during inventory or weeding.

Intellectual Freedom

RCPL is a repository for the recorded expression of thought, and provides free access for the public to all points of view. Items selected for inclusion in the collection do not necessarily represent an endorsement of any theory. The collection will include all sides of controversial issues as far as budget, space and availability of materials allow. Items will not be included or excluded due to political views, frank language, controversial content, the race, religion or nationality of the author, or the disapproval or approval of an individual or community group.

The processing and shelving of materials does not reflect a value judgment of the materials. A point of view or bias will not be designated with markings or labels on materials.

The library will attempt to select materials that represent a wide range of viewpoints and will make every effort to exercise impartiality in its selection activities. Circulation policies should provide adequate time for the use of material without having anyone monopolize an item at the inconvenience of others.

Reconsideration of Library Materials

Individual use of library materials is a private and personal matter. All citizens are free to reject for themselves materials of which they may disapprove; no citizen may restrict the freedom of use and access for others. The Russell County Library Board of Trustees endorses the American Library Association’s Library Bill of Rights, Rating Systems: An Interpretation of the Library Bill of Rights, and the American Library Association’s Freedom to Read Statement.

Responsibility for the reading, listening and viewing of library materials by children rests with their patents or legal guardians and not with the library staff. Additionally, RCPL is not a judicial body. Laws governing obscenity, subversive materials, and other questionable matters are subject to interpretation by the courts. Therefore, no challenged material will be removed solely for the complaint of obscenity or any other category covered by law until after a local court of competent jurisdiction has ruled against the material.

Individuals or groups wishing to lodge a complaint concerning materials in the library collection are asked to complete and sign the Request for Reconsideration form (Appendix A.) This form may be obtained from any staff member and is forwarded to the director. The library director will meet the complainant within two weeks to discuss the complaint. If after the meeting the complainant wishes to continue their complaint, the form is forwarded to the Library Board’s Intellectual Freedom Review Committee. The committee reports at the next meeting of the Library Board of Trustees. Any decision is recorded in writing by the library director and sent to the complainant.

Appendix A: Patron’s Request for Reconsideration of Material

Appendix B: Statement on Accepting Gifts

Library Board approved 3/20/01

Upon the receipt of an approved gift/donation, the library staff will, if requested, provide a statement for tax purposes. The statement will describe the gift in terms of extent and condition, but will not include an assessment of value. While the donor may claim a deduction for a charitable donation, the library cannot determine the value of a gift. It will be the donor’s responsibility to determine the fair market value of all items to be donated before the donation is made.

Note: For guidelines on determining fair market value, refer to IRS Publication 561. If the donor intends to claim a deduction for a contribution with a claimed value of more than $5,000, he must obtain a qualified written appraisal of the property from a qualified appraiser. For guidelines on making charitable contributions, see IRS Publication 526.

Receipt for Gifts of Materials and Donations of Money

Approved by the RCPL Board of Trustees
revision approved 4-2011; reviewed 12-2015; revision approved 3-2021

It is the policy of the Russell County Public Library to provide accurate information to the public, including and via the media, on its policies, procedures, services and programs and to ensure that the best possible image of the library is presented to the public.

Goals

Increase public support, awareness, and use of the Library
Increase visibility for library services & programs (PR)
Increase the value of services to residents so they want to use them and support them (marketing)

Scope & Emphasis

This policy shall cover the internal and external marketing and public relations activities and media relations of the library including library signage. How we communicate information has an impact on how the library is perceived and what message is received. Staff, and trustees and friends should always bear in mind that communication is two-way, and the message we send may not be the message that is received.

Identity and Usage

Name
- It is important that communication refer to the Library in a consistent manner. The name of the library system is Russell County Public Library. All branches and facilities are by definition ‘Russell County Public Libraries.’ The branch names are the Honaker Community Library and the Lebanon Library. It is acceptable to use the phrase the Russell County Public Library in Honaker or Russell County Public Library in Lebanon.
Logo
- RCPL adopted a new logo in 2010; the logo was designed by Carolyn Carrier of Bristol. While the logo is appropriate to use on publicity, its use is not mandatory.

Authority and Responsibility

The Library Director is ultimately responsible for the library communications activity. With the intent of providing effective, responsive, and consistent communications to our community, primary spokesperson for the library are the Library Director, Public Services Supervisor, Branch Manager, and/or Chair of the Library Board of Trustees. However, all staff, as well as friends and trustees can have a positive impact on the success of library publicity and image. Members of the staff are permitted to speak about the library on behalf of the library to members of the media, but must limit themselves to areas of their expertise. They should also bear in mind their obligation to present the library in the best possible light. Interviews with staff members are permitted as long as the supervisor is informed and it does not interfere with library duties.

All material written or prepared by library staff shall be reviewed for appropriateness, accuracy, completeness and eye-appeal by the library director, public services supervisor, or administrative assistant before being released to the public or media. This includes printed material such as flyers, bookmarks, newspaper articles and press releases, public service announcements (PSAs) for radio or television, and the library’s web presence, such as the official webpage or social media presence (Facebook or blogs.)

Appropriate Media & Distribution

RCPL will not limit the media or formats used to publicize and market itself. The most appropriate media shall be chosen for each purpose or event. Print options can include newspapers or magazines, posters, flyers, bookmarks, etc. Other media can include radio, television, and the world wide web.

The most common channels of communication announcing upcoming library programs will likely be the local media outlets, such newspaper and radio, the RCPL webpage and social media sites, and print flyers and bookmarks. For teens or younger adult population, social media or blogs should definitely be used. The intended audience and intent will drive the media and distribution.

Distribution

RCPL will typically distribute information or materials only for its own programs and purposes and those of its partners’ allied programs. Examples of partner’s programs that RCPL might distribute information and flyers about include the adult education and GED programs and Kid’s Day (Together for the Children) sponsored by the Department of Social Services, where the library or Friends typically has a presence.

However, the library is a valuable member of the community and as such, it is a source of information. Hence, RCPL branches serve as a distribution point for a limited number of brochures and flyers for the community. The brochures and flyers can be about community services, such as mental health or abuse hotlines, cultural or educational opportunities, or charitable fundraisers. These materials may be placed in specified places in each branch, such as bulletin boards. Only material pertaining to library events or partners may be placed on the service desks at the library branches. No commercial brochures or flyers may be posted in either library.

Photography & Filming

Members of the media are expected to inform the library administration before any filming in the building. Although the library is a public place, the public has the expectation of a certain degree of anonymity and privacy. (See Security Camera Policy.) The public shall also be informed if the media will be filming or recording an event.

Individuals with small portable or wearable media devices must respect the privacy of groups and individuals using the library. Posting (live shots/streaming or stills) photographs or video of identifiable individuals or groups is prohibited without explicit permission of all individuals.

Library staff should also inform the public if they are taking photographs or recording in another media. Staff photographing individuals or small groups shall ask for permission and a media release form signed by the identifiable persons in the photograph.

Signage

Signs should be consistent within and among the libraries. Staff should take care not to clutter the library with signs. All signs shall be typeset, not handwritten, except in an emergency.

Social Media

RCPL uses social media as a way to inform and engage the public in discussions of books, materials, services and programs. The library recognizes and respects differences of opinion. Comments, posts and messages from patrons are welcome. Posted comments are the opinion of the author only and publication of a comment does not imply agreement or endorsement by the staff or board of the library.

Comments containing any of the following will be removed:

Obscene or racist content
Personal attacks, insults or threatening language
Potential libelous statements
Plagiarized material
Private, personal information published without permission
Comments totally unrelated to the content of the forum
Hyperlinks to material that are not directly related to the discussion
Commercial promotions or political activity
Spam

The public are cautioned not to put personal information on any forum or in any post. By posting, the user agrees to hold the library, employees, and officers free from any liability. The library reserves the right to monitor content and modify or remove any content as it deems appropriate. The library is also not obligated to take any such action and will not be responsible for any content posted by any individual.

If any user does not agree to the terms of this policy, they are not to use the service.

Library staff shall make a clear distinction between professional and personal use of social media. Because of the immediacy of the media, less administrative oversight and editing are exercised; so staff is also warned to have their posts reviewed for accuracy, both grammatical and informatory.

Approved by the RCPL Board 16 Sept 2008; revised 17 Jan 2012, 19 Jan 2016, Jan 2018

The Library Board welcomes exhibits and displays that supplement the civic, cultural, educational, or recreational activities and services of Russell County Public Library. Library programs and exhibits will have first priority for available display space. The library reserves the right to limit the number of displays, posters or exhibits at any one time.

The director is responsible for determining whether such materials are appropriate within the context of these policies and fit within available space. The director, or designated library staff, will give prior approval to all exhibits and items on display.

When materials are held at the Library for temporary exhibit purposes, the library staff will endeavor to protect the materials. However, the library is not responsible for any damage; the exhibition sponsor is responsible for any damage. The owner/exhibitor will be expected to sign an agreement relieving the Library of all liability for mutilation, damage, or loss of materials in the exhibit and should obtain any reasonable/necessary insurance. The agreement will also specify the owner/exhibitor’s responsibility for removing the materials upon the agreed-upon ending date for the exhibit. (See “Exhibit and Display Agreement”)

If the Library receives a professionally produced exhibition that requires a contract accepting liability, the Library will accept liability as the exhibition sponsor and will obtain an insurance rider through the county to cover any damage.

Exhibit and Display Agreement

Russell County Public Library welcomes your exhibit. Every effort will be taken to assure that the display is well protected. However, Russell County Public Library cannot be liable for damage, mutilation, or loss of the materials on display.

The Library reserves the right to determine the dates during which exhibits will be displayed and also reserves the right to determine the appropriateness of the items on display.

Signing this agreement releases Russell County Public Library of any damages to the items on exhibit.

Exhibit: ____________________ Name: _______________________

I understand that Russell County Public Library cannot be held liable for damage, mutilation, or loss of materials on display. I further agree to assist in setting up the exhibit and removing the items on display by the agreed-upon dates.

Beginning Date: ___________________ Ending Date: ___________________

Signature: ______________________________ Today’s Date: ________

Revised by the Board of Trustees, 19 June 2015

Russell County Public Library will accept gifts of new or used books, magazines, audiovisual materials, equipment, or other related materials. Such gifts are accepted on the condition that they are subject to the same selection criteria used for the purchase of new materials and that they may or may not be used in the library’s collections. All such gifts will be evaluated by library staff, who will determine their appropriateness to the collection and their disposition.

Russell County Public Library does not accept for deposit materials which are not outright gifts.

Gifts of money to purchase memorial books are accepted by Friends of the Library.

Money gifts, gifts of stocks, bonds, endowments, estates, land, etc. are welcomed providing conditions of such gifts are approved by the Library Board of Trustees.

Receipt for Gifts of Materials / Donations of Money
Statement for Tax Purposes

Date ___________

Donor’s Name and Address: _______________________________________________________

Description of gift/donation:___________________________________________

Received by: __________________________________________
Russell County Public Library Signature

Library Board approved 03/20/01

ELIGIBILITY

All Russell County Public Library registered adult borrowers in good standing are eligible to borrow materials through interlibrary loan (ILL). Students are encouraged to process interlibrary loan requests through their school library.

The Library reserves the right to process only three (3) ILL’s for one person at one time.

No individual shall have more than five (5) outstanding requests.

CHARGES

Due to increases in postage rates and reduced funding, the library finds it necessary to require patrons using the ILL service to help pay the cost of mailing the book back to the lending library. This assessed cost will be $3.00 per book.

CIRCULATION

When the lending library specifies a precise date due, Russell County Public Library will require return of the materials to Russell County Public Library five (5) days prior to the lending library’s date due.

Items obtained by ILL must be picked up within five (5) days of the user being notified of the ILL’s availability.

Patrons who do not claim materials borrowed for them will be assessed a fine of $5.00 for each unclaimed item.

OVERDUES

Overdue fines are charged at the rate of $1.00 per day, per item.

Russell County Public Library reserves the right to suspend a borrower’s ILL privileges indefinitely for repeated failure to comply with ILL policies.

REPLACEMENT OF LOST AND DAMAGED MATERIAL

The patron assumes all responsibility for the care of ILL materials while it is in his/her possession.

The patron is responsible for paying the charges assessed by the lending library for lost or damaged material. Failure to make the required compensation will result in suspension of all borrowing privileges until the debt has been settled in full.

Approved by Library Board 3/21/95, Revised 16 July 2013

I. Introduction

Privacy is essential to the exercise of free speech, free thought, and free association. In this library, the right to privacy is the right to open inquiry without having the subject of one’s interest examined or scrutinized by others. Confidentiality exists when a library is in possession of personally identifiable information about users and keeps that information private on their behalf.

The courts have upheld the right to privacy based on the Bill of Rights of the U.S. Constitution. Many states provide guarantees of privacy in their constitutions and statute law. Numerous decisions in case law have defined and extended rights to privacy. This library’s privacy and confidentiality policies are in compliance with applicable federal, state, and local laws.

User rights–as well as our institution’s responsibilities–outlined here are based in part on what are known in the United States as the five “Fair Information Practice Principles.” These five principles outline the rights of Notice, Choice, Access, Security, and Enforcement.

Our commitment to your privacy and confidentiality has deep roots not only in law but also in the ethics and practices of librarianship. In accordance with the American Library Association’s Code of Ethics:

“We protect each library user’s right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired, or transmitted.”

II. Russell County Public Library’s Commitment to Privacy and Confidentiality

This privacy policy explains a patron’s privacy and confidentiality rights, the steps this library takes to respect and protect your privacy when you use library resources, and how we deal with personally identifiable information that we may collect from our users.

1. Notice & Openness

We affirm that our library users have the right of “notice” — to be informed about the policies governing the amount and retention of personally identifiable information, and about why that information is necessary for the provision of library services.

We post publicly and acknowledge openly the privacy and information-gathering policies of this library. Whenever policies change, a notice of those changes is disseminated widely to our users.

In all cases we avoid creating unnecessary records, we avoid retaining records not needed for the fulfillment of the mission of the library, and we do not engage in practices that might place information on public view.

Information we may gather and retain about current and valid library users includes the following:

name
address
phone number
SSN or driver’s license number
email address
for minors: DOB & parent/guardian name & address
library material returned overdue or lost until all related fines are paid

2. Choice & Consent

This policy explains our information practices and the choices you can make about the way the library collects and uses your information.

If you wish to receive borrowing privileges, we must obtain certain information about you in order to provide you with a library account. We will not collect or retain your private and personally identifiable information without your consent. Further, if you consent to give us your personally identifiable information, we will only use it in the conduct of library operations, to inform you about the status of your library account, or to inform you of library events and concerns. We will keep your personally identified information confidential and will not sell, license or disclose personal information to any third party without your consent, except in the conduct of library operations, unless we are compelled to do so under the law or to comply with a court order.

You have the option of providing us with your email address for the purpose of notifying you about your library account in the future. You may request that we remove your email address from your record at any time.

We never use or share the personally identifiable information provided to us online in ways unrelated to the ones described above without also providing you an opportunity to prohibit such unrelated uses, unless we are compelled to do so under the law or to comply with a court order.

3. Access by Users

Individuals who use library services that require the function and process of personally identifiable information are entitled to view and/or update their information. You may update your personal information in person. You will be asked to provide some sort of verification such as your library card, a pin number, or identification card to ensure verification of identity.

The purpose of accessing and updating your personally identifiable information is to ensure that library operations can function properly. Such functions may include notification of overdue items, holds, recalls, reminders, etc.

4. Data Integrity & Security

Data Integrity: The data we collect and maintain at the library must be accurate and secure. We take reasonable steps to assure data integrity, including using only reputable sources of data; providing our users access to their own personally identifiable data; updating data whenever possible; destroying untimely data, or converting it to an anonymous form.

Data Retention: We protect personally identifiable information from unauthorized disclosure once it is no longer needed to manage library services. Information that should be regularly purged or shredded includes personally identifiable information on library resource use, material circulation history, and security/surveillance tapes and logs.

Tracking Users: We remove links between patron records and materials borrowed when items are returned and we delete records as soon as the original purpose for data collection has been satisfied. We permit in-house access to information in all formats without creating a data trail. Our library has invested in appropriate technology to protect the security of any personally identifiable information while it is in the library’s custody, and we ensure that aggregate, summary data is stripped of personally identifiable information. We do not ask library visitors or Web site users to identify themselves or reveal any personal information unless they are borrowing materials, requesting special services, registering for programs or classes, or making remote use from outside the library of those portions of the Library’s Web site restricted to registered borrowers under license agreements or other special arrangements. We discourage users from choosing passwords or PINs that could reveal their identity, including social security numbers. We regularly remove cookies, Web history, cached files, or other computer and Internet use records and other software code that is placed on our computers or networks.

Third Party Security: We ensure that our library’s contracts, licenses, and offsite computer service arrangements reflect our policies and legal obligations concerning user privacy and confidentiality. Should a third party require access to our users’ personally identifiable information, our agreements address appropriate restrictions on the use, aggregation, dissemination, and sale of that information, particularly information about minors. In circumstances in which there is a risk that personally identifiable information may be disclosed, we will warn our users. When connecting to licensed databases outside the library, we release only information that authenticates users as “members of our community.” Nevertheless, we advise users of the limits to library privacy protection when accessing remote sites.

Cookies: Users of networked computers will need to enable cookies in order to access a number of resources available through the library. A cookie is a small file sent to the browser by a Web site each time that site is visited. Cookies are stored on the user’s computer and can potentially transmit personal information. Cookies are often used to remember information about preferences and pages visited. You can refuse to accept cookies, can disable cookies, and remove cookies from your hard drive. Our Library servers use cookies solely to verify that a person is an authorized user in order to allow access to licensed library resources and to customize Web pages to that user’s specification. We will not share cookies information with external third parties.

Security Measures: Our security measures involve both managerial and technical policies and procedures to protect against loss and the unauthorized access, destruction, use, or disclosure of the data. Our managerial measures include internal organizational procedures that limit access to data and ensure that those individuals with access do not utilize the data for unauthorized purposes. Our technical security measures to prevent unauthorized access include encryption in the transmission and storage of data; limits on access through the use of passwords; and storage of data on secure servers or computers that are inaccessible from a modem or network connection.

Staff access to personal data: We permit only authorized Library staff to access personal data stored in the Library’s computer system for the purpose of performing library work. We will not disclose any personal data we collect from you to any other party except where required by law or to fulfill an individual user’s service request. The Library does not sell or lease users’ personal information to companies, universities, or individuals.

5. Enforcement & Redress

Our library will not share data on individuals with third parties unless required by law or as necessary to conduct library operations. We conduct regular privacy audits in order to ensure that all library programs and services are enforcing our privacy policy. Library users who have questions, concerns, or complaints about the library’s handling of their privacy and confidentiality rights should file written comments with the Director of the Library. We will respond in a timely manner and may conduct a privacy investigation or review of policy and procedures.

We authorize only the Library Director and our Library Privacy Officer to receive or comply with requests from law enforcement officers; we confer with our legal counsel before determining the proper response. We will not make library records available to any agency of state, federal, or local government unless a subpoena, warrant, court order, or other investigatory document is issued by a court of competent jurisdiction that shows good cause and is in proper form. Under the USA PATRIOT Act, the library may be compelled to relinquish data and be bound by law not to reveal that data has been released. We have trained all library staff and volunteers to refer any law enforcement inquiries to library administrators.

Approved by the Russell County Public Library Trustees March 16, 2004

Library Procedures to Ensure Data Security and Confidentiality

Security videotapes are kept for 2 weeks; then the tape is reused. Tapes are replaced annually and the previous set are erased and discarded.
Overdue, hold, or fine notices unmailed or returned are shredded when the computer record has been updated.
Borrower applications are shredded when the computer record is purged per the Circulation Policy.
Program registrations are shredded after the statistics are recorded. Circ staff register patron’s name and phone for regular programs, keeping the signup sheets behind the Circ Desk.
ILL requests are shredded annually. (Requests aid collection development and patrons may request an item be borrowed for them a second time.)
CybraryN patron database to permit access to the public access computers is comprised of valid patrons from the TLC database, obtained via a report and uploaded weekly. The TLC report of valid cardholders is stripped of all identifying data and loaded as the CybraryN patron database. Thus it is purged with the borrower applications. Staff sign-in visitors (without RCPL library cards) with a guest number. RCPL formerly used the last 4 digits of the patron SSN and randomly assigned 4 and 5 digit codes.
Search history and cookies and any patron-loaded software on public access computers are erased by a local script that runs when the machine is turned on. Machines are turned off each evening.
Server logs for the catalog server are kept for backup; they are purged annually. Backup tapes are held locally and remotely. Tapes are reused; tapes are erased and discarded annually. Mail and web servers are backed up via RAID array.
Library Use is not revealed. If phone calls are received asking for you, staff will take a message that will be given to you if you are in the library. Patrons will not be paged and are not permitted to use the phone.
Printing should be retrieved by staff for patrons to protect patron privacy.

March 16, 2004; revised December 20, 2005

An important part of the Russell County Public Library’s vision is the library as a hub of education and our mission is to create a community of lifelong learners. Thus RCPL welcomes and encourages children’s use of the library.

However, the library is not a child-care facility. Staff can neither supervise children nor can they be responsible for unattended children. Patrons must remember that the library is a public building open to all so a child’s safety cannot be assured or assumed. Additionally, children alone can get bored, restless, or anxious. Differences in child development as well as emotional or social difficulty will affect whether a child may be expected to use the library without adult supervision.

In order to protect the child and provide a comfortable environment for all library patrons, the RCPL Board of Trustees has set the following guidelines:

A parent or caregiver at least 16 years of age must attend pre-school aged children at all times.
A parent or caregiver over the age of 12 should accompany children between the ages of 6 and 10.
Children over the age of 10 may use the library if their maturity level is sufficient and their behavior is appropriate.

If a child comes to the attention of the staff due to disruptive or distracting behavior or due to any situation that has the potential to endanger the child, the staff will attempt to contact a parent or caregiver (in or outside the library.) If a caregiver cannot be contacted in a timely manner, the library will contact the police or sheriff’s department.

Children should be picked up before the library closes; they cannot be left unsupervised on library property after closing. If children are at the library at closing, the library will contact the police or sheriff’s department

revised by the Library Board of Trustees September 16, 2003; reviewed May 23, 2019

Safe Child Procedures

When the library is open

When a child comes to the attention of the staff, if the child is young or seems nervous or distressed, reassure the child.

Try to find out the child’s name and who is caring for the child and if the caregiver is in the library.
If the caregiver is present, escort the child to the caregiver and explain policy and recommend that the child be kept with him/her.
If the caregiver has left the library (on errands, etc.), allow 15 minutes for caregiver’s return before attempting to contact the caregiver.
If a caregiver is not present, attempt to call and inform the caregiver s/he must pick up the child within 30 minutes. State that the police will be asked to take responsibility for the child after 30 minutes. Give caregiver a copy of policy when s/he arrives to pick up child.
If a child is uncooperative, or no caregiver arrives or is found to pick up the child within 30 minutes, contact the police. Be careful of the child’s feelings if a caregiver or the police are called. Reassure the child that s/he has done nothing wrong.

Staff will fill out an Incident Report when these procedures are used. The Library Director will send a copy of the Safe Child Policy by letter to the caregiver if the police take responsibility for the child.

revised September 2003

When the library is closing

At least 20 minutes before closing, check to see if any children, under the age of 16, are left unattended. Remind them that they should arrange a way home now if they do not have a ride. If the child doesn’t have a phone, staff may make a phone call on behalf of the child and remind parents that such arrangements need to be made before the child is left at the library.
At closing, check to see if any children remain unattended at the library. If an effort has been made to reach the parents and this is a first-time problem, attempt to contact the parents one additional time and give the parents 15 minutes to arrive. Give the parents a copy of the Safe Child Policy and the library hours when they arrive and inform them that the police will be contacted in the future.
If the child has been left before and parents have already been informed that the police will be contacted on the next occasion, call the police and explain the situation. Be sure to explain to the child that the police are coming to protect them, not punish them.
Phone Police–Lebanon: 889-7228 or Honaker: 873-5297 (or 873-6556) during business hours. Phone 911 after regular business hours.
Two staff members will wait with a child until either parents or police arrive. Comp time will be provided for extra time worked. Staff should never take a child home due to liability issues.

revised August 2011

Russell County Public Library uses security cameras to enhance the safety and security of library users and staff by discouraging violations of the Library Code of Conduct, to assist library staff in preventing the occurrence of any violations in library policies, and when necessary, to provide law enforcement assistance in prosecuting criminal activity.

This policy establishes guidelines for the placement and use of the video security cameras, as well as the access and retrieval of recorded video images originating from any facility of the Russell County Public Library.

Purposed & Placement Guidelines

Video recording cameras will be used in public spaces of library locations to discourage violations and criminal activity. The recording of audio is restricted under the Electronic Communications Privacy Act and will not be used.

Cameras may be installed in outdoor and indoor places where individuals lack a reasonable expectation of privacy. Examples include public common areas of the library such as parking lots, entrances, seating areas, service desks and areas prone to theft of misconduct or areas where money is stored or handled.

Cameras will not be installed in areas of the library where individuals have a reasonable expectation of privacy, such as restrooms or private offices.

Signs will be posted at all entrances informing the public and staff that security cameras are in use.

Because cameras will not be continuously monitored, the public and staff should take appropriate precautions for their safety and for the security of their personal property.

Recorded data is confidential and secured in a controlled area. Video recordings will typically be stored for up to 30 days, with the exception of records retained for criminal, safety, or security investigations. As new images are recorded, the oldest images will be automatically deleted.

Cameras are not installed nor will they be used for the purpose of routine staff performance evaluations.

Use & Disclosure of Video Records

Access to archived footage in pursuit of documented incidents of injury, criminal activity, or violation of the Library’s Code of Conduct is restricted to designated staff.

Those designated managers may also have access to real-time images, viewable on desktop monitors placed in staff areas to ensure private access.

Access is also allowed by law enforcement when pursuant of a subpoena, court order, or when otherwise required by law. Only the Library Director or director’s designee may use a still shot or portions of the recorded data to request law enforcement review for assessing a security risk or investigating a crime. Only the director or director’s designee will be authorized to release images to law enforcement.

Video images will not be maintained, provided no criminal activity or policy violation has occurred or is being investigated.

Video records and still photographs may be used by authorized individuals to identify those responsible for library policy violations, criminal activity on library property, or actions considered disruptive to normal library operations as delineated in the Library Code of Conduct.

In situations involving banned patrons, stored still images may be shared with staff system-wide. Shared images may remain posted in restricted staff areas for the duration of the banning period. After the banning period ends, these images will be archived in the Administrative Office for 5 years.

Unauthorized Access and/or Disclosure

Confidentiality and privacy issues prohibit the general public from viewing security camera footage. If the Library receives a request from the general public to inspect security camera footage pursuant to an alleged crime, they will be advised to file a police complaint.

A breach of this policy may result in disciplinary action up to and including dismissal. Any library employee who becomes aware of any unauthorized disclosure of a video recording and/or a potential privacy breach has a responsibility to immediately inform the director of the breach.

The Library disclaims any liability for use of the video data in accordance with the terms of this policy, given that the Library is a public facility and the security cameras shall be limited to those areas where patrons and/or staff have no reasonable expectation of privacy.

Approved by the RCPL Board of Trustees, 18 July 2017

Tobacco or nicotine use are not permitted in the libraries

In following policy already established by the Russell County Board of Supervisors and the State Library, the Russell County Library Board of Trustees prohibits smoking in the public library, effective January 1, 1998. In so doing, the Board recognizes the importance of a safe and healthy environment for library patrons and employees.

Smoking and the use of use of any form of nicotine delivery product are prohibited, including but not limited to chewing tobacco, dipping snuff, or e-cigarettes. Smoking is defined as the holding, carrying, lighting, inhaling and exhaling of a lighted cigar, cigarette, pipe or other lit tobacco products or of smoke or vapor from an electronic smoking device.

Smoking is prohibited in all County owned and/or operated facilities and vehicles.

Approved by the Library Board of Trustees January 1998;
revised March 2014

The Library Board recognizes volunteers as an invaluable community resource and welcomes their support. All volunteers are encouraged to consider participating in the Friends of the Library. Qualified volunteers helping in the Library will supplement the efforts of, but not replace, paid staff. In order to provide quality service to library patrons, the following policy governs volunteers in the libraries.

Any person considering volunteer work must fill out an application. Staff will interview applicants and all applicants over 17 years of age will be required to undergo a background check. After the interview, all applicants must be approved by the Library Administration. Individuals under the age of 18 must have parent/guardian signed permission to volunteer in the library.

Volunteers will be in general treated like regular staff; they are recruited, trained, supervised and evaluated by paid staff.

Volunteers working with youth must always work under the direct supervision of a member of the library staff. Volunteers will never work alone with youth.

Volunteers will be informed of the need for confidentiality involving patron records. They will not check materials in or out to patrons, nor should a volunteer be given passwords to systems. Volunteer logins and password should be used.

Approved by the Library Board of Trustees, 16 December 2008