Library Use Policies

​​Welcome to the Salem Public Library

The Library works to provide patrons and members of the Salem community facilities that are clean, comfortable, inviting, and safe. This environment allows all library users to perform research, select reading materials, spend time studying and writing, and to attend programs and meetings.

The Library needs your help to provide this experience.

Administrative Rule No. 101-01
Adopted: 11/13/2017

Introduction

The Salem Public Library (Library) welcomes all residents and visitors and is dedicated to free and equal access to information, knowledge, independent learning, and the joys of reading for our diverse community. 

The Library seeks to provide its users with a safe and pleasant library experience in an atmosphere conducive to studying, reading, learning and appropriate use of materials and services. The Library recognizes its unique position and responsibility to educate, inform, and enlighten the community through the sharing of a vast collection of resources that enable all to participate fully in our democratic society as members of a knowledgeable and educated citizenry.

Practice

With public service being its highest priority, the Library has established certain rules and regulations governing its use, such that all persons may enjoy the benefits of the Library. All Library staff are authorized and expected to enforce these rules and regulations and may intervene to stop prohibited activities or behaviors. Library staff is authorized to issue exclusion notices to individuals violating this Code of Conduct. Individuals visiting the Library or using its facilities or services must comply with this Code of Conduct.   

Individuals who interfere with Library staff in the performance of their duties or who fail to follow any instructions by a staff member to correct prohibited behavior will be subject to exclusion from Library property. Individuals refusing to leave after receiving a notice of exclusion will be subject to arrest and prosecution for trespassing pursuant Salem Revised Code (SRC) 95.550. 

This Code of Conduct incorporates exclusion periods and other consequences that may be imposed by the Library but does not preclude or supersede other consequences or penalties that may be imposed by federal, state, or local law. Illegal activity, as well as willful or repeated violations of this Code of Conduct or other posted Library regulations (i.e. Acceptable Use of the Internet), may result in removal from the facility and/or suspension of Library privileges. In addition, where authorized by Federal, State or local law, violations of this Code of Conduct may also result in arrest. Repeat violations will result in longer periods of exclusion. Library users who wish to request a reasonable modification of this Code of Conduct due to a disability or health problem may contact Library staff or may call the Library Administration office at 503-588-6071.

To ensure access to library services and for the safety of all users, the following behaviors are prohibited on library property.

Appeal procedure 

​Patrons who have been issued an exclusion notice may appeal this action by filing a written request with the City Librarian at the administration offices for the Salem Public Library, within fifteen (15) business days after receipt of the notice, setting forth the name and address of the appellant and the reasons why the exclusion notice should be rescinded. Failure to file an appeal within such fifteen (15) business day period shall be a waiver of all rights to review the action, and any appeal filed after this time shall be dismissed by the City Librarian or the City Librarian’s designee. The name and address set forth in the written request for appeal shall be deemed correct, and mailing to the person at such address, by first class mail, shall be deemed delivered three (3) days after the date of mailing. Failure of the person to actually receive notice of the appeal hearing or the City Librarian or designee’s decision if mailed to the address set forth in the written request shall not invalidate or otherwise affect the validity of any action or decision. If a request for an appeal is filed, the exclusion notice shall be stayed until such time as the City Librarian or designee has issued a final decision upholding or rescinding the notice.

Unless the appellant and the City agree to a longer period, an appeal shall be heard by the City Librarian or designee within fifteen (15) business days of the filing of the request. At least five (5) business days prior to the hearing, the City shall mail notice of the time and location of the hearing to the appellant at the address set forth on the request.

The appellant must personally appear at any hearing regarding the appeal. Failure to appear at the hearing, absent good cause shown, shall result in the dismissal of the appeal.

The City Librarian or designee shall hear and determine the appeal on the basis of the appellant’s written statement and any additional evidence the City Librarian or designee deems appropriate. The appellant has a right to be represented by counsel at appellant’s sole expense. At the hearing the appellant may present testimony, evidence, and oral argument and may cross-examine any witnesses. The City has the burden of proof to demonstrate, by a preponderance of the evidence, that the issuance of the exclusion notice was based upon the requisite prohibited conduct by the appellant.

The City Librarian or designee shall issue a written decision within ten (10) business days of the hearing date. A copy of the decision shall be mailed to the person’s address as set forth on the request and shall be deemed effective upon actual receipt, or three (3) days after mailing, whichever is sooner. If issuance of the exclusion notice is upheld, a period of exclusion shall commence immediately upon the effective date of the decision.

Reference: SRC 95.550

This Collection Development Policy will be evaluated annually by library management and revised as needed.

Introduction

Salem Public Library’s collection development policy reflects the mission of public libraries to provide access to information and support diversity, democracy, lifelong learning, and intellectual freedom. The policy both informs the public of the principles supporting selection decisions and provides guidance for the selection and evaluation of library materials that anticipate and meet the needs of the Salem community.

It is the goal of the library to provide free, equal, and equitable access to a high quality collection of information resources in a variety of formats, reflective of the diversity of the community. Materials available in the library present a diversity of viewpoints, enabling the community to make the informed choices necessary in a democracy. In support of preserving and encouraging the essential free expression of ideas, Salem Public Library endorses the principles documented in the Library Bill of Rights the Freedom to Read Statement, and the Freedom to View Statement of the American Library Association, as well as the City of Salem’s SRC SRC Chapter 97 on human rights.

Responsibility for selection and collection maintenance

Selection and collection maintenance of library materials is delegated to qualified library staff, under the authority and at the discretion of the City Librarian. All staff members and the Salem community are encouraged to recommend materials for consideration.

Selection criteria

All materials, whether purchased or donated, are considered in terms of the criteria listed below. An item need not meet all of these standards in order to be added to the collection.

• Popular interest
• Contemporary significance
• Currency of information
• Accuracy
• Local emphasis
• Readability
• Creative, literary, or technical quality;
• Relationship to other materials and adequacy of coverage in subject area
• Significance of item within subject area
• Professional reviews from a variety of sources
• Format and ease of use
• Cost and availability
• Availability of copies in the system and relationship to materials in other area libraries
• Physical appearance and condition
• Space limitations

Scope of the collection

The Salem Public Library is a popular materials library, and maintains a varied and current collection covering a wide range of subjects and containing multiple points of view. The library's collections are dynamic, with an emphasis on up-to-date and in-demand materials. The library provides information resources in physical and electronic formats in an effort to deliver the broadest possible access to content both within and beyond the library’s walls. The primary responsibility of the Salem Public Library is to serve the Salem community by providing a broad choice of materials to meet informational, educational, cultural, and recreational needs.

Collections are developed in response to current use patterns, community needs, budgetary and space constraints, evolving technology, and the library's mission and purpose. The majority of the library's collection development activities will be conducted to create a collection of popular and informational works that is evaluated continually. The collection embraces broad fields of knowledge with basic, representative works in most subject areas, emphasizing materials that are useful for the general public. Textbooks and materials of a highly technical or specialized nature of limited community interest are generally not collected.

Collections in languages other than English will be guided by needs of significant population groups living within the city of Salem that have a language other than English as their primary language. Access to other specialized and comprehensive collections that exist elsewhere in the Chemeketa Cooperative Regional Library Service (CCRLS) or in the state of Oregon is provided through cooperative networking, interlibrary loan, and direct referral.

Suggestions for purchase

The library encourages input from its community concerning the collection. A suggestion for purchase procedure enables the Salem community to request that a particular item or material on a certain subject be purchased by the library. All suggestions for purchase are subject to the same selection criteria as other materials and are not automatically added to the collection. It is the library’s intent that suggestions for purchase be used to help the library in developing collections which serve the interests and needs of the community.

Material and fund donations

Donations of books and other materials are to be made through the Friends of the Salem Public Library, a 501(c)(3) nonprofit organization. For further information on their procedures, contact the Friends of the Salem Public Library directly. The library cannot guarantee that unsolicited materials will be returned to donors.

The library reserves the right to accept or refuse materials or funds and any conditions placed upon gifts of materials or funds, and to evaluate and dispose of donated items in accordance with the criteria applied to purchased materials.

Collection maintenance

In an effort to maintain a relevant, popular, and appealing collection, the library engages in ongoing evaluation of owned materials. This policy’s selection criteria, the CREW method, and other best practices are used when evaluating collections.

Disposition of withdrawn materials

Materials that have been withdrawn may be first offered to the Friends of the Salem Public Library. Items not provided to the Friends of the Salem Public Library will be disposed of in accordance with general City policies and procedures.

Replacement

Replacement of damaged, missing, and withdrawn materials is not automatic. The decision to replace is determined by the selection criteria listed in this policy.

Request for reconsideration

Members of the Salem community that are concerned about the appropriateness of a particular item in the library's collection will be referred to a staff member designated to answer questions regarding collection development at the discretion of the City Librarian. If, after speaking with the designated staff member, the patron still wishes to pursue review of the item, they must complete a Request for Reconsideration form. The City Librarian will review the request and apply the selection criteria set forth in this policy to determine if the item should be removed or re-categorized. The City Librarian’s decision on reconsideration is the City of Salem's final decision. The item under review will not be removed from circulation during the review process. Reasonable efforts will be made by library management to respond in writing regarding the disposition of the Request for Reconsideration within 60 days of receipt of the completed Request for Reconsideration form.

Conclusion

The Salem Public Library is committed to providing a broad and diverse collection, and its collection development activities are guided by the above principles and criteria. This policy expresses the library’s commitment to intellectual freedom. Library resources are for use by all members of the Salem community, and the library strives to reflect the needs and diversity of that community in its collections.

​The Library’s meeting rooms may be scheduled by groups and organizations when the rooms are not being used for City activities or library- sponsored events. Articles 5 and 6 of the American Library Association’s Bill of Rights serve as the foundation of the Library Meeting Room Policy:

"Article 5: A person’s right to use a Library should not be denied or abridged because of origin, age, background, or views."

"Article 6: Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use."

Many community groups use our meeting rooms, and we want groups to enjoy our public meeting spaces. In order for this to work efficiently and conveniently for all, please follow the rules and regulations outlined below.

Reserve a room

• Library-sponsored programs will have preference for all meeting room use. Reservations may be made at the Library administration office, Monday through Friday 8 a.m. to 4 p.m. Reservations for the West Salem Branch meeting room can be made at the West Salem branch during its open hours or at the Library Administration office. Reservations for meeting room space are on a first -come, first- served basis. Reservations may be placed no more than 60 days in advance.

• Reservations will only be confirmed when all fees are paid and the Meeting Room Reservation Form is completed and returned.

Salem Public Library meeting room fee schedule

• The rental fees for meeting room usage and the use of audio-visual equipment shall be per the Library fee schedule as set by Salem City Council resolution.

If a meeting room is no longer needed

• Notification to the Library is required. When the Library is notified in writing of a canceled meeting at least two business days before the meeting’ s scheduled start time, a refund of 80% of the fee may be requested from the Library’s administration office.

• No activities which are in conflict with national, state or local laws or regulations may be conducted.

Meeting room capacities

The maximum number of people for each room are:

• Plaza conference room: 20 people
• West Salem Branch Library conference room: 30 people
• Anderson A or B conference rooms individually: 40 people each
• Anderson A and B conference rooms combined: 80 people
• Loucks Auditorium: 285 people

Meeting room equipment

The following equipment is available in each room:

• Chairs and tables to meet the maximum allowed seating. The Loucks Auditorium contains 25 chairs and eight tables of various sizes. If more tables and chairs are needed, groups must make arrangements to bring more equipment.

• Live telephone lines and wireless network connections in all conference rooms. Long distance telephone calls must be made using a pre-paid calling card.

Equipment and set up

• Groups are encouraged to bring their own audio-visual equipment. Library-owned audio-visual equipment is available for a fee (see fee schedule below); arrangements for equipment use must be made at least two weeks in advance. The Library holds weekly meeting room tours and training on Mondays at 2 p.m.. To register, contact the Salem Public Library administration office at 503–588–6071.

• Chairs and tables are available for groups to set up to meet their special needs. A detailed inventory of each room’s seating capacity and equipment is attached. Library staff possesses no ability to control or change the temperature of meeting rooms.

Technology available in each room

• TV/VCR*
• Overhead Projector*
• Opaque Projector
• Slide Projector
• Microphones
• Chalkboard
• Easel capable of holding flip chart*
• Video Projector (available in late 2006)

* Also available at the West Salem Branch Meeting Room

Equipment needs must be communicated to the Library administration office (or West Salem branch staff if booking the meeting room at that location) at least two weeks in advance. If equipment needs are not communicated to the Library, the Library is not responsible for procuring that equipment. Audio-visual (AV) fees are due before the meeting date. The Library does not provide chalk, flip charts, or markers.

Checking out

• Meeting rooms must be left in a neat condition. All food containers must be placed in the receptacles provided. A minimum charge of $25 will be assessed if cleaning the room requires staff time. Groups will be charged at cost if facilities or equipment is damaged.

• City of Salem Departments may reserve and utilize Salem Public Library meeting rooms at no cost providing the reservation is for official City business, such as in-service training, staff meetings, board and commission meetings.

• 10% of all gross sales of any kind (admission, books, CDs, raffle tickets, etc.) will be donated to the Salem Public Library.

Closing checklist

Before leaving the facility, all groups using the Library’s meeting facilities must:

• Clean/wipe tables and chairs.

• Sweep/dust mop floors.

• Place trash in available trash cans.

• Remove all personal items.

• Turn off appliances and electronic devices.

• Any special clean-up costs required will be billed to the user.

• If an evening program, please inform Library staff when you have vacated the meeting room.

It is the expectation that all user groups leave the facilities in clean condition. If the meeting room is not clean upon your arrival, contact Library staff immediately to avoid being charged cleanup costs.

Parking and other rules

• Parking is available in the metered areas of the Library parking facilities and the Pringle Parking structure. Library parking meters are enforced from 8AM to 6PM, Monday through Saturday at a rate established by Salem City Council resolution. At the West Salem Branch, meeting room users should park as close as possible to the branch in the parking lot sharing space with Roth's Hospitality Center.

• State Law prohibits smoking in public facilities. No alcoholic beverages will be allowed.

• Please be considerate to library patrons and activities during your time here.

• Library meeting rooms are not designed for the serving of meals. Intent to serve light refreshments in any meeting room must be denoted on the Meeting Room Reservation Form. Food and beverages are prohibited inside the Loucks Auditorium; refreshments must be served and consumed only in the foyer. Food service should be arranged through the Library café.

• Do not post flyers announcing location of meetings on Library doors, walls or windows. Flyers may be posted on bulletin boards after approval from the Library administration office.

• Commercial activities – defined as the promotion of products or services that can lead to current or future sales or payment for services, or the provision of a service for which a fee is paid – are prohibited in the Heritage or study rooms.

• To respect the needs of others, please limit your time in the Heritage Room or the study room to two hours or less per day.

Deviation from the above policies may jeopardize future access to the facilities.

Approved by the Salem Public Library Advisory Board: May 9, 2007

Introduction:

The Salem Public Library is dedicated to providing a welcoming environment that encourages children to visit the Library, use Library collections and services, and attend Library programs. Library staff are available to assist and support children with their use of Library resources. The Library is a public building, open to everyone and a child's safety cannot be guaranteed. Children may encounter hazards in the Library such as doors, furniture, electrical equipment and other Library patrons.

The Library is not responsible for a minor's selection of Library materials, attendance at programs or use of the Internet or other services. Parents, guardians, or responsible adults are expected to accompany their minor children in the use of Library materials and services, including computer use.

The responsibility for the behavior and well-being of children using the Library rests with the parent, guardian, or designated caregiver. Library staff members cannot supervise children in the Library. The Library does not serve in loco parentis.

Practice:

Children under 10 years of age must be accompanied by a parent, guardian, or designated responsible caregiver (16 years of age or older) at all times while in the Library. Caregivers must supervise and provide guidance for children during the entire Library visit.

Oregon Revised Statutes (ORS) 163.545: Child neglect in the second degree. (1) A person having custody or control of a child under 10 years of age commits the crime of child neglect in the second degree if, with criminal negligence, the person leaves the child unattended in or at any place for such period of time as may be likely to endanger the health or welfare of such child. (2) Child neglect in the second degree is a Class A misdemeanor.

In the following situations, Library staff will take the actions outlined below for all children zero (0) to seventeen (17) years of age:

• A child is alone and frightened or crying in the Library

• A child is alone and doing something dangerous, or another person in the Library seems to be a danger to the child

• A child is alone and is not following the Library Code of Conduct

• No caregiver comes to pick a child up at closing time

Library staff members will evaluate the situation and try to contact the child's parent or guardian. If staff cannot reach the parent or guardian, he or she will place the child in the care of the appropriate local law enforcement agency.

Approved by the Salem City Council: November 13, 2017

Introduction

Salem Public Library is committed to providing an inviting, safe space for youth that is responsive to their needs. The Children's and Teen areas of the Library are specifically designed to serve the needs of younger library users. The Children's area is intended for children (infants through grade 5) and their parent(s) or caregiver(s). The teen area is intended for teens (grades 6-12) and their parent(s) or caregiver(s).

Practice

Children's Area

Parents and guardians are welcome in the Children's area when accompanied by children and/or to attend a program with their child.

• If an unaccompanied adult requires access to the children's collection, we ask that they limit their use to 15 minutes. Adults not fitting this description will be asked to leave the area.

• Library staff may make exceptions to the 15 minute time limit for unaccompanied adults who are (student) teachers, daycare providers or others who require access to the children's collection for research or other educational purposes.

• Gaming and internet computers in the Children's area are reserved exclusively for use by children and/or teens. Adults who are supervising children and/or teens in the Children's area are free to use catalog computers and/or personal devices only.

• Children's programs are held for the instruction and enjoyment of children and their caregivers. Adults attending programs without children may be asked to leave.

Teen Area

• Parents and guardians are welcome in the Teen area when accompanied by children and/or to attend a program with their child.

• If an unaccompanied adult requires access to the Teen area, we ask that they limit their use to 15 minutes. Adults not fitting this description will be asked to leave the area.

• Library staff may make exceptions to the 15 minute time limit for unaccompanied adults who are (student) teachers, daycare providers or others who require access to the teen collection for research or other educational purposes.

• Gaming and internet computers in the Teen area are reserved exclusively for use by teens. Adults who are supervising children and/or teens in the Teen area are free to use catalog computers and/or personal devices only.

• Teen programs are held for the instruction and enjoyment of teens and/or their caregivers. Adults attending programs without teens may be asked to leave.

Approved by the Salem City Council:  November 13, 2017