Appendix

THIS SECTION INCLUDES TOPICS AND FORMS NOT INCLUDED IN THE GENERAL POLICIES SECTION.  THESE TOPICS INCLUDE:

A.     EXHIBIT POLICY

B.     EXHIBIT RELEASE FORM

C.     GIFTS/MEMORIAL POLICY

D.     DONATIONS FORM

E.     GUIDELINES FOR VOLUNTEERS

F.      EXAMPLES OF VOLUNTEER PROJECTS

G.    GUIDELINES FOR BOOK SELECTION

H.     GUIDELINES FOR WEEDING

I.        RECONSIDERATION FOR LIBRARY MATERIALS FORM

J.       EMERGENCY SITUATIONS AND CONTACT POLICY

K.     DISCIPLINE OF EMPLOYEES

L.      WIRELESS INTERNET ACCESS

EXHIBITS POLICY

It is part of the Sparta Public Library’s function to provide access to intellectual and cultural resources to the community. Thus, the Sparta Public Library welcomes the opportunity to allow community groups, organizations or individuals to use various display areas of the library. Space is provided for display of an educational, cultural, civic, or recreational nature rather than for commercial or political purposes.

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 a standard “acceptable to the community.”

Application for exhibits must be made through the Head Librarian’s office and will be on a first-come, first-served basis. The Board of Trustees shall have the final decision on the content and arrangement of all exhibits. Every item must meet the Board of Trustees’ standard of value and quality and the Board of Trustees reserve 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 Board of Trustees.

It is the responsibility of the exhibitor to set up and remove the exhibits. Exhibits will normally be scheduled for a period of no longer than one calendar month. Exceptions must be approved by the Head Librarian.

The library does not carry insurance on, and is not responsible for any items loaned 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.

Display of Informational Bulletins, Brochures and Posters

The Sparta Public Library encourages the display of informational bulletins, brochures and posters regarding area educational, cultural and civic events of interest to the community.

Guidelines:

Such bulletins, brochures and posters to be displayed must meet the following guidelines:

  1. Items to be displayed should be of reasonable size, preferably no larger than 12” x 18”.
  2. Handwritten or drawn posters or art work must meet acceptable standards as determined by the library, i.e. correct spelling, neatness, etc.
  3. Religious events sponsored by denominational groups will not be displayed except in special circumstances as determined by the library board.
  4. Informational, nonpartisan political events will be publicized.
  5. Information regarding money-making events sponsored by any profit-making organization will not be displayed.
  6. Information regarding contests or solicitations of any kind will not be displayed unless sponsored by an area library.

Activities having no specific date may be displayed for a reasonable length of time as determined by the library according to available space.

Return of Items Displayed

Unless other arrangements are made, items must be picked up the day following the date of the publicized event if the owners want them returned. Otherwise, the library will not be responsible for returning materials. All items needing to be returned should have the name and telephone number of the person to be contacted written on the back.

SPARTA PUBLIC LIBRARY EXHIBIT RELEASE

I, the undersigned, hereby provide the following works of art or other material to the Sparta Public 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 _________________________________________________

Exhibition Dates: _________________________________________________________

Description of Materials Loaned:

Signature________________________________________          Date: ______________

Permanent Address_________________________________         Phone: ____________

GIFTS/MEMORIALS POLICY

Memorial books are selected by the Head Librarian based on suitability and needs of the community. Monetary gifts may be given for memorial books which are selected by the Head Librarian. A patron may donate a suitable book of his/her choosing with non-fiction books preferred for the memorial. All memorial books are labeled with a bookplate. The honoree’s family is notified of the gift, and a letter of thanks is written to the donor. Monetary gifts are accepted and placed in the library memorial fund account. If not specified for a memorial book, other purchases may be made with board approval.

DONATIONS

I/We ______________________________________am/are making a donation to the Sparta Public Library of the following:

I/We value this donation at $______________ (donor assigns amount).

I/We understand that the property donated becomes the property of the Sparta Public Library to be used in any manner designated by the librarian and the board for the library’s benefit. I relinquish all rights and control over this property. Any special agreement for the use and/or disposition of the donated property has been set forth in a separate document (attached to this form) and has been agreed to by me/us and by the board of the Sparta Public Library.

Signature____________________________________________Date _____________

(For the Library) Date____________________________________________________

Our policy is to retire books periodically. If you have any special requests for retirements of this book/these books, please indicate your wishes in this space.

GUIDELINES FOR VOLUNTEERS

Volunteer workers are unpaid staff. They give of their time and energy to assist the library in programming or to provide specific services. Volunteers often bring to an organization a different perspective and a fresh approach.

The direct service gained by the library through a volunteer program is an important consideration. But, the library will also receive other benefits. First, community support and utilization, plus public relations are enhanced by direct volunteer involvement with library activities. Secondly, work experience is a major source of potential recruitment into the profession. Many people who begin work on volunteer projects continue their education and training for careers in the same field.

Some basic principles that are essential for the success of the Volunteer Program at the Sparta Public Library include:

  1. Prior planning and approval of the program by staff and the Board of Trustees.
  2. The same principals of management that pertain to paid staff such as planning, training, evaluation, and development also apply to volunteers.
  3. Planning for the use of volunteers includes clarification of their status with regard to compensation for work-related injuries, insurance coverage when operating a library vehicle, and related benefits.
  4. Volunteers may have work-related expenses that are paid for or reimbursed by the library. The library’s policies and procedures regarding such expenses should be explained to the volunteer before he or she begins library service.
  5. Volunteers should not supplant or displace established staff positions.
  6. Recognition and appreciation of volunteers is important. Since volunteers receive no salary, other forms of appreciation are essential.
  7. Volunteers should be assigned to meaningful work that utilizes their interest and talents.
  8. Volunteer assignments are for specific time periods to enable the library and the volunteer to review, evaluate and reassign duties.
  9. There should be a staff coordinator of volunteers.
  10. Continued orientation and training is essential for volunteers to keep them informed about procedures and policies.
  11. The library staff should be trained to use the volunteers and should share responsibility for the success of the volunteer program.
  12. Written, detailed task descriptions for volunteers are necessary.

EXAMPLES OF VOLUNTEER PROJECTS

  1. Preparation of picture files
  2. Presenting film programs
  3. Taking pictures or slides
  4. Making deliveries to homebound borrowers
  5. Storytelling to children
  6. Teaching literacy classes
  7. Reading discussion groups inside and outside the library
  8. Mending library materials
  9. Making publicity materials for the library
  10. Planning displays for the library
  11. Inspecting and cleaning records and audio-visual materials
  12. Assisting at the circulation desk
  13. Working with outreach programs

GUIDELINES FOR BOOK SELECTION

Materials purchased and donated to the Sparta Public Library must comply with the following guidelines:

  1. Materials must be spread over the current interests of all the patrons.
  2. The subject matter of a specific title must fit within the existing collection.
  3. Factual information must be accurately presented.
  4. Materials should be timely.
  5. Some materials are judged essential because of the lack of good resources on the subject.
  6. The publisher of the material should be of local, regional or national reputation.
  7. Most of the collection should conform to average standards of readability.

GUIDELINES FOR WEEDING

In maintaining an active, accurate collection, systematic withdrawal of lost, damaged, worn, or outdated material which is no longer useful is expected.

  1. No book, with the exception of fiction and literature, should be on the shelf if it is more than 15 years old.
  2. Popular fiction is usually dated and no longer of interest if it is more than 25 years old, except for books in continuing series.
  3. Worn, unattractive books should be replaced with a good hardbound or rebound paper edition.
  4. Books with very fine print or yellowed paper will be discarded.
  5. Dated material no longer relevant should be discarded.
  6. Textbooks unsuitable for reference use will not be added to the collection.
  7. No more than three copies of a title will be accessioned at one time and shown in the shelf list as part of the collection.
  8. Reference books more than 15 years old should be discarded unless there is no new edition.
  9. Special attention will be given in the retirement and/or disposal of memorial books.

RECONSIDERATION OF LIBRARY MATERIALS

_____________Book              _______________Periodical  

____________Video/DVD/CD

Title_______________________________________________________________

Author_____________________________________________________________

Publisher or Producer__________________________________________________

Request Initiated By___________________________________________________

Address_____________________________________________________________

Telephone___________________________________________________________

Do You Represent:

Yourself_____________________________________________________________

An Organization_______________________________________________________

Other Group__________________________________________________________

  1. To which portions of the work do you object? Be specific and cite pages or scenes. (Please use back of this form for comments)
  2. Did you read or view the entire work? ________Yes    _________No
  3. What do you feel might be the result of reading or viewing this work?
  4. Are you aware of the literary critics’ judgment of this work? _____Yes  _____No
  5. For what age group would you recommend this work? ______________________
  6. What would you like your library to do about this work? ____________________
  7. What do you believe is the purpose of this work? __________________________
  8. What other materials, serving the same purpose, would you recommend as a replacement? ______________________________________________________

Signature of Complainant____________________________________Date___________

EMERGENCY SITUATIONS AND CONTACTS POLICY

            The Head Librarian has the initial responsibility for organizing the library’s response to an emergency. In the absence of the Head Librarian, responsibility lies with the other librarians on duty in the order established by the Head Librarian. Each staff member should be acquainted with emergency procedures and should know how to begin coping without having to refer to the procedures manual.

See Disaster Plan adopted by the Library Board of Trustees in October 2007

DISCIPLINE OF EMPLOYEES

Section I. No employee shall be dismissed or otherwise disciplined except for just cause.

Section II. Immediate Dismissal of Employee. An employee shall be subject to immediate dismissal or otherwise disciplined without notice or warning if the cause of such dismissal or discipline is:

  1. Dishonesty
  2. Possession or use of any controlled substance or alcohol while on duty or on city property without authorization.
  3. Conviction of a felony.

Section III. Progressive Discipline Prior to Suspension or Dismissal. In all other disciplinary actions, including but not limited to, failure to report to work on time without reasonable cause, sleeping on the job, disrespect of an immediate supervisor without provocation, insubordination, and refusal to accept work assignments, including Saturdays, the Employer agrees to use a system of progressive discipline.

  1. First Offense – Oral warning to be documented in employee’s file.
  2. Second Offense – Written warning to be placed in employee’s file.
  3. Third Offense – Disciplinary lay-off (without pay).
  4. Fourth Offense – Discharge

Any evidence of progressive discipline may be removed from an employee’s personal file at any time as determined by the employee’s supervisor, but shall remain in the employee’s file for no longer than the time periods outlined herein, to wit:

            Oral warning – 6 months

            Written warning – 1 year

            Disciplinary lay-off – 2 years

Employees shall be required to give one (1) hour notice prior to starting time to his/her immediate supervisor if he/she cannot report to work. Failure to report to work without one (1) hour prior notice may result in the institution of progressive discipline.

Section IV. Grievance Procedure. Employee shall have the right to appeal his/her case to the Board of Trustees.

Section V.  New Employee:  All employees hired after Jan. 1, 2005 will be on a three month probation period.  A form will be signed by both the library director and the employee stating this fact.  During this three month period, training and regular reviews will be given with feedback to the new employee.  At the end of the three month period, the library director and the employee will meet and a formal review will be made.  A final recommendation will be made by the director and reported to the library board during its regular meetings. 

WIRELESS INTERNET ACCESS FOR THE SPARTA PUBLIC LIBRARY

 The Sparta Public Library offers free wireless Internet access to patrons using their laptop computers or other mobile devices.  The following conditions must be accepted before users may access the Internet:

  • All applicable library rules, regulations and policies apply, including but not limited to, Public Internet Use rules and the Public Internet Access Policy.
  • The library does not filter the content of wireless Internet access. Parents or legal guardians who want their children to have filtered access should direct their children to one of the library’s public access computers or purchase filtering software for their computer.
  • Any student age 17 and under found accessing pornographic material will lose his/her Internet privileges for a minimum of 6 months.
  • Wireless users should not transmit credit card information, passwords or any other sensitive personal information over the library’s wireless network as the library’s wireless network is not secure. Anti-virus and security protection are the responsibility of the patron.
  • The library is not responsible for any loss of data, or for theft or damage to personal equipment or software.
  • Printing is not available over the wireless network. Patrons may print from a library-owned computer, and applicable printing fees will be charged.
  • Library staff cannot provide technical assistance to patrons using the library’s wireless network.
  • There is no guarantee that a wireless connection can be made or maintained.
  • The library reserves the right to terminate a wireless Internet session at any time.