STAFF VERSION

High Plains Library District Policy and Procedure Documents

2010 Update

TYPES OF DOCUMENTS INCLUDED IN THIS COMPENDIUM

  • Basis Documents – These documents clarify our role and priorities for service (most are for both public and staff)
  • Policies –Are brief explanations of Library Expectations and Assumptions (public and staff)
  • Guidelines – Further explanation of what was stated in the Policy (directed towards public)
  • Procedures – Provide guidance for staff to the actions needed to be taken (staff only)
  • Definitions – Clarification of HPLD meaning – mostly used as we define our services (directed towards staff)

Table of Contents

Note: Click (or CTRL+click) on the page number to go directly to the page needed

BASIS DOCUMENTS

High Plains Library District Introduction

Mission Statement

Vision Statement

Values and Principles Statement

Operating Principles for Staff

Patron Rights and Responsibilities Statement

Collection Development Statement

Collection Selection Statement

Governance Statement

High Plains Library District Foundation Establishment

AFFILIATIONS

1.1.0 Affiliation with Other Libraries – Colorado - Policy

1.2.0 High Plains Library District Foundation Role - Policy

1.2.0.1 High Plains Library District Foundation and Library Relationship Procedure

1.2. 0.2 High Plains Library District Foundation Role Procedure

CONFIDENTIALITY

2.3.0 Confidentiality Policy

2.3.1 Confidentiality Guideline

2.3.1.1 Confidentiality Procedure

2.5.0 Identity Theft Policy

2.5.1 Identity Theft Guideline

2.5.1.1 Identity Theft Procedure

FACILITIES

3.1.0 Alcohol at Events Policy

3.1.0.1 Alcohol at Events Procedure

3.2.0 Art Policy

3.2.1 Art Guideline

32.2.1.1 Art Accession and Deaccession Procedure

3.3.0 Displays and Exhibits Policy

3.3.1 Displays and Exhibits Guideline

3.3.1.1 Displays and Exhibits Procedure

3.4.0 Gift and Donation Policy

3.4.1 Gift and Donation Guideline

3.4.1.1 Gift and Donation Procedure

3.5.0 Meeting Room and Computer Lab Policy

3.5.1 Meeting Room and Computer Lab Guideline

3.5.1.1 Meeting Room and Computer Lab Procedure

3.5.1.1.1 Meeting Room and Computer Lab Rules

3.6.0 Posting and Distribution Policy

3.6.0.1 Posting and Distribution Procedure

3.7.0 Recycling Policy

3.7.0.1 On-Site Recycling Procedure

3.8.0 Service Delivery Policy

3.8.0.1 Establishment of District Facilities Procedure

3.8.0.0.1 Service Area Definitions

3.8.0.0.2 Outreach Definitions

3.9.0 Smoking Policy

3.10.0 Soliciting, Petitioning and Fundraising Policy

3.11.0 Security Policy

3.11.1 Security Guideline

FINANCIAL

4.1.0 Expenditure Policy

4.1.1.1 Accounts Payable Procedure

4.1.1.2 Signature Authority Procedure

4.2.0 Investment Policy

4.3.0 Member Project Funding Policy

4.3.1 Member Project Funding Guideline

GOVERNANCE

5.1.0 Board Member Selection Policy

5.1.1 Board Member Selection Guideline

5.1.1.1 Nominating Procedure

PUBLICITY

6.1.0 Public Information Policy

6.1.0.1 Photo Release Procedure

6.1.0.2 Publicity Procedure

6.2.0 Sponsorship Policy

6.2.0.1 Sponsorship Procedure

SERVICES

7.1.0. Circulation Policy

7.1.1 Circulation Guideline

7.1.1.1 Borrowing Procedure

7.1.1.2 Circulation Procedure

7.1.0.1 Colorado Library Card (CLC) Procedure

7.2.0 Collection Development Policy

7.2.1 Collection Development Guideline

7.2.1.1 Collection Development Procedure

7.2.1.2 Interlibrary Loan (ILL) Procedure

7.2.1.3 Material Reconsideration Procedure

7.4.0 Internet Use Policy

7.4.1 Internet Use Guideline

7.4.1.0.1 Internet Use Rule

7.4.2 Wireless Internet Access Guideline

7.6.0 Programming Policy

7.6.1 Programming Guideline

7.6.0.1 Programming Procedure

BASIS DOCUMENTS

High Plains Library District Introduction

The High Plains Library District (originally established as the Weld Library District)is a special taxing district that was voted into place by the Weld County Residents in 1986 to improve library service to residents within the boundaries of the District through the sharing of books, staff, and tax revenue. The District serves over 217,000 residents of Weld County and parts of neighboring counties, and covers a geographic area of almost 4,000 square miles. Areas not included in the District are the areas in the Windsor-Severance Library District and the town of Dacono.

In July 2008, as part of a re-branding project, the Library Board of Trustees approved the recommendation to rename the Library District to the High Plains Library District.

The High Plains Library District is comprised of a branch library system, bookmobile services and six autonomous member libraries. The branch library system and member libraries are each governed by their own separate boards of trustees.

The policies and provisions in this manual are the policies of the branch library system under the governance of the High PlainsLibrary District Board of Trustees. Member libraries have their own unique policies.

In conducting its services and programs, the Library will maintain non-partisanship and objectivity to support the individuality of the residents and will provide its service in an atmosphere of warmth and welcome. The facilities and grounds will provide an environment that is welcoming, physically comfortable, clean, safe and ADA-compliant.

The High PlainsLibrary District will seek to understand the information needs and wants of all residents and use every practical means to satisfy them in accordance with guidelines adopted by the Board and included in the following statements of the American Library Association: Library Bill of Rights, Freedom to Read, Freedom to View (included in the appendices).

The High PlainsLibrary District Policy Manual is reviewed annually. Revisions, additions and deletions are approved by the High PlainsLibrary District Board of Trustees.

Document Review Dates

Basis Document Name: / High Plains Library District Introduction
Effective Date: / February 2007
Revised: / February 2010
Review/Revision Date: / February 2010
Reviewed By: / Executive Director

Reference Documents

  1. Link to Colorado State Library Page – Method of Establishment Quick Guide
  2. Link to Colorado State Library Page - Library Law
  3. Link to Colorado Department of Local Affairs – Special Districts Page

Mission Statement

Connecting communities to information, inspiration and entertainment for life.

Welcome to the High Plains Library District!

Document Review Dates

Basis Document Name: / MISSION STATEMENT
Effective Date: / February 2007
Revised: / July 2008
Review/Revision Date: / February 2009
Reviewed By: / Executive Director; Board of Trustees
Replaces: / 1999 Mission Statement

Vision Statement

To build a solid reputation, increase overall participation and unite residents by being so connected to our communities that the library:

  • Becomes everyone’s first and best choice for life long learning.
  • Is seen as a necessary and important community asset.
  • Is a community destination and gathering place.

Document Review Dates

Basis Document Name: / VISION STATEMENT
Effective Date: / February 2007
Revised: / July 2008
Review/Revision Date: / February 2009
Reviewed By: / Executive Director; Board of Trustees
Replaces: / 1999 Vision Statement

Values and Principles Statement

These values help clarify the principles that guide the High Plains Library District. As trustees, administration, and staff of the High Plains Library District, we are committed to fulfilling our mission and vision while upholding the following values.

Our Customers:

  • Are treated with dignity, respect, and consideration.
  • Receive an exceptional level of personal customer service.
  • Are provided with a variety of library materials that reflect the communities’ interests and values.
  • Have access to up-to-date technology and receive assistance in using that technology.
  • Enjoy a variety of quality programming for all ages.
  • Have a positive library experience every time they visit.

Our Facilities:

  • Are modern, clean, and well-maintained.
  • Provide and utilize up-to-date technology.
  • Are open and available to all people regardless of age, gender, sexual orientation, or physical limitations.
  • Are inviting, comfortable and friendly.
  • Serve as a local gathering place.

Our Staff:

  • Uphold the principles of the First Amendment to the Constitution of the United States of America- the freedom to read, view, speak and hear.
  • Is committed to instilling a love of reading.
  • Are professional and reliable information catalysts.
  • Will make every effort to be available to you whenever and wherever you need us.
  • Seeks solutions to problems in a positive, productive manner.
  • Works as a team to provide an exceptional level of service to all customers.
  • Continues to learn and grow professionally in an effort to better serve you by taking advantage of classes, workshops, and seminars offered by the High Plains Library District, State/National Library Associations, and other agencies.
  • Sees the High Plains Library District as an employer of choice; one that provides fair compensation, competitive benefits, and a flexible schedule that leads to a healthy work / life balance.

Our Community:

  • Benefits from partnerships between High Plains Library District and other local agencies that support reading, education, and literacy.
  • Enjoys the talents, abilities and contributions of High Plains Library staff at community-related activities.
  • Is aware of and appreciates the programs and services offered by the High Plains Library District.
  • Supports the High Plains Library District by contributing to its Foundation.
  • Feels enriched by the presence of the High Plains Library District.

Document Review Dates

Basis Document Name: / Values and Principles Statement
Effective Date: / February 2007
Revised: / July 2008
Review/Revision Date: / February 2009
Reviewed By: / Executive Director; Board of Trustees
Replaces: / 1999 Values and Principles

Operating Principles for Staff

The staff of the High Plains Library District uses the following principles to direct our decisions.

  1. On a daily basis, the Library anticipates and meets community needs.
  2. No High Plains Library District community goes unserved.
  3. High Plains Library District service delivery aligns with individual patron’s preferences.
  4. High Plains Library District patrons find what they need at first contact.
  5. We continuously innovate.
  6. We never say no.

Each of the operating principles was developed by considering the potential gains and losses we may see if we use these as our primary tool for directing our decisions. Operating Principles increase their value through ongoing dialog, review, and potential revision to best meet the needs of our community and organization.

Document Review Dates

Basis Document Name: / Operating Principles
Effective Date: / February 2009
Revised: / New
Review/Revision Date: / New
Reviewed By: / Executive Director

Patron Rights and Responsibilities Statement

The Library is for everyone’s enjoyment. The High Plains Library District supports the rights of all individuals to:

  • Use the library without discrimination
  • Receive friendly, courteous and respectful service
  • Have free and equal access to information
  • Have a clean, comfortable and pleasant environment
  • Use the library undisturbed without threat of harm, invasion of property, or interference

In order to protect the patron’s right of access, ensure the safety of public and staff, and protect library resources and facilities, the High Plains Library District restricts certain activities that in the judgment of management constitute unacceptable use of the library, as described below.

If, after being informed of acceptable behavior and use of the library, a patron continues to engage in any of the following actions, suspension from the library, loss of library privileges, removal from the library and/or criminal prosecution or other legal action may result. Unacceptable use of the High Plains Library District includes but is not limited to:

  • Illegal activities, including use of the Library District’s electronic resources for illegal or criminal purposes.
  • Activities that present health or security risks.
  • Interference with the use or enjoyment of the library by others.
  • Disruption of the normal flow of library operations.
  • Damage or alteration of library property, including but not limited to books and other library materials; the physical building; software or hardware components of a local or remote computer or computing systems; and/or use of programs that infiltrate a computer or computing systems.
  • Violation of the legal protection provided by copyright laws and licenses for print resources and electronic programs and data.
  • Assuming the identity of another person without the explicit authorization of the other person, including but not limited to seeking information on, obtaining copies of, or modifying files, data or passwords belonging to other users of the High Plains Library District’s electronic resources.

To ensure that children have a safe, productive and fun library visit:

  • Parents/guardians/caregivers, not library staff, are responsible for the safety and behavior of their children at all times while using the library.
  • Children 12 years of age and younger should not be left unattended in any area of the library
  • At the discretion of a parent/guardian/caregiver, children older than 12 may use the library, unaccompanied, for a reasonable period of time. Library appropriate behavior is expected.

Document Review Dates

Basis Document Name: / Patron Rights and Responsibilities Statement
Effective Date: / February 2007
Review/Revision Date: / February 2009
Reviewed By: / Executive Director; Board of Trustees

Collection Development Statement

Collection development at the High Plains Library District is founded on the principles of intellectual freedom and equal access for all. The library strives to provide a collection that balances viewpoints across a broad spectrum of opinion and subject matter in formats suitable to a variety of learning and recreational interests and skills. Using selection practices that are flexible and responsive to the changing needs of the community, the library builds and maintains collections for the general public while recognizing the needs of special population groups in the community.

Three basic supporting documents used to achieve these principles are the American Library Association’s Freedom to Read Statement, the Freedom to View Statement, and the Library Bill of Rights.

Intellectual Freedom

The library makes available a wide diversity of ideas and viewpoints in support of an informed citizenry and a democratic society. The library supports the individual choice and judgment of its users in seeking information, and upholds the freedom of library users to read, view and listen.

Decisions to select or retain an item are based on the merits of each work or information source as it relates to the goals and coverage of the collection. The library considers the value of each item in its entirety and within the context of the collection, not on specific passages or sections in the item itself. Materials are not marked, labeled, or sequestered to show approval, disapproval, or judgment as to suitability of content for particular audiences. Materials are not excluded, removed, proscribed, or suppressed because of their creator’s origin, background, or views, or because they represent a particular aspect of life, frankness of expression, or controversial subject matter. Inclusion of an item does not constitute endorsement of its content. Selection of materials for adults is not constrained by possible exposure to children or young adults. Responsibility for children’s use of library collections rests with parents, guardians, or caregivers.

Access

The library makes its collections available to all. However, not all library materials can be made immediately accessible at all locations within the High Plains Library District. Selectors decide how many copies to buy and where to locate them by considering anticipated demand, the interests of local library users, physical space limitations, and available budgets.

High Plains Library District is committed to the expeditious delivery of materials and information to its users. Some library materials, however, may be subject to use limitations and storage due to considerations of rarity, exceptional levels of demand, cost, physical condition, and permanent value of their information content. Efforts will be made to provide access to materials and information beyond the immediate premises of a library agency, or beyond the holdings of its collection, by means of requests placed through the online catalog, interlibrary loans, photocopying and faxing service, provision of licensed electronic resources, and access to the Internet. In all of these efforts, High Plains Library District will operate within the provisions of the United States copyright laws.

The proliferation of electronic and Internet information resources pose challenges as well as opportunities for the future of library collections and the information needs of the public. Many materials once available in print are now also being produced in electronic format. Some are now available solely through the Internet or proprietary database products. Providing access to electronic resources is an integral part of the library’s collection development efforts.

Document Review Dates

Basis Document Name: / Collection Development Statement
Effective Date: / February 2007
Review/Revision Date: / February 2009
Reviewed By: / Collection Resources Manager; Executive Director; Board of Trustees
Replaces: / Collection Development Principles Statement

Reference Documents

  1. Link to American Library Association’s Freedom to Read Statement
  2. Link to American Library Association’s Freedom to View Statement
  3. Link to American Library Association’s Library Bill of Rights
  4. Jump to Mission Statement
  5. Jump to Collection Selection Statement
  6. Jump to Collection Development Policy

Collection Selection Statement

How do you decide whether to buy an item for the library?

There are several questions we ask ourselves when deciding to purchase a title.

  1. Does it fit within the general framework of our collection? We buy materials that support the general interest and information needs of the community. Scholarly or academic works that are more suited to a college library are usually not purchased for our collection. Instead, we’ll try to borrow the item for you from another library.
  2. Is it timely? If the work has a copyright date that’s within the last 2 or 3 years, we usually consider it for purchase. If it’s older and we can identify it as a “classic,” we’ll probably buy it. Older titles may be dated or out-of-print so we will probably borrow it for you from another library.
  3. Did the item receive a favorable review in the library journals or popular media?

How do you decide whether to purchase an item for the library or borrow it from another library (Interlibrary loan)?

In addition to the General Selection Criteria we use for selecting library materials, there are several criteria we use to make a decision.

  1. There are more than 2 requests for an item and it is still available for purchase.
  2. A title is not available for lending anywhere but is still available for purchase.
  3. The item is under a year old and it is deemed that it would circulate well.

I can’t find the title I am looking for in the HPLD catalog. Will you purchase it for the collection?