Elliot Lake Public Library has the following policies and procedures to ensure equal access to public resources and consistent quality of service to all library users.
Policies
Policies are items that have been passed by the Library Board and are the rules by which the library functions. They cannot be changed or amended without the Library Board's assent.
Membership Policy |
Public Libraries are required by law to adhere to the Public Libraries Act, Revised Statutes of Ontario, 1990, chapter P.44, which states in Section 23 that library boards shall allow the public to reserve and borrow circulating materials free of charge. The public includes all residents within the municipality for which the library board is established. Therefore:
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Code of Conduct |
Everyone is welcome at the Library. These rules are intended to provide a safe environment for customers and staff. The following behaviour is not allowed:
Consequences of Non-Compliance
Appeal Process
These rules are enforceable under the Ontario Public Libraries Act, the Ontario Trespass to Property Act, the Criminal Code and other legislation. |
Internet Policy |
The use of these public sites is considered a privilege which can be withdrawn by the Elliot Lake Public Library staff if behaviour is considered inappropriate; users are in the operating system; or federal or provincial laws are being contravened. Disclaimer: Not all sources on the Internet provide accurate, complete or current information. The Internet resources may contain material of a controversial nature. The Library staff cannot censor access to material nor protect users from offensive material and is not responsible for any information accessed by a user on the Internet. Use of the Internet is strictly at the risk of the user. Board motion number: 90/2008 Revised date: April 1, 2010 |
Banning Policy |
Board motion number: 104/2008 Revised date: December 11, 2008 |
Intellectual Freedom Policy |
Elliot Lake Public Library Board endorses Canadian Federation of Library Association's Statement on Intellectual Freedom and Libraries and Ontario Library Association's Statement on Intellectual Rights of the Individual. Canadian Federation of Library Association's Statement on Intellectual FreedomThe Canadian Federation of Library Associations recognizes and values the Canadian Charter of Rights and Freedoms as the guarantor of the fundamental freedoms in Canada of conscience and religion; of thought, belief, opinion, and expression; of peaceful assembly; and of association. The Canadian Federation of Library Associations supports and promotes the universal principles of intellectual freedom as defined in the Universal Declaration of Human Rights, which include the interlocking freedoms to hold opinions and to seek, receive and impart information and ideas through any media and regardless of frontiers. In accordance with these principles, the Canadian Federation of Library Associations affirms that all persons in Canada have a fundamental right, subject only to the Constitution and the law, to have access to the full range of knowledge, imagination, ideas, and opinion, and to express their thoughts publicly. Only the courts may abridge free expression rights in Canada. The Canadian Federation of Library Associations affirms further that libraries have a core responsibility to support, defend and promote the universal principles of intellectual freedom and privacy. The Canadian Federation of Library Associations holds that libraries are a key institution in Canada for rendering expressive content accessible and affordable to all. Libraries are essential gateways for all persons living in Canada to advance themselves through literacy, lifelong learning, social engagement, and cultural enrichment. Libraries have a core responsibility to safeguard and facilitate access to constitutionally protected expressions of knowledge, imagination, ideas, and opinion, including those which some individuals and groups consider unconventional, unpopular or unacceptable. To this end, in accordance with their mandates and professional values and standards, libraries provide, defend and promote equitable access to the widest possible variety of expressive content and resist calls for censorship and the adoption of systems that deny or restrict access to resources. Libraries have a core responsibility to safeguard and foster free expression and the right to safe and welcoming places and conditions. To this end, libraries make available their public spaces and services to individuals and groups without discrimination. Libraries have a core responsibility to safeguard and defend privacy in the individual's pursuit of expressive content. To this end, libraries protect the identities and activities of library users except when required by the courts to cede them. Furthermore, in accordance with established library policies, procedures and due process, libraries resist efforts to limit the exercise of these responsibilities while recognizing the right of criticism by individuals and groups. Library employees, volunteers and employers as well as library governing entities have a core responsibility to uphold the principles of intellectual freedom in the performance of their respective library roles. (Canadian Federation of Library Association Statement on Intellectual Freedom, September 27, 2015.) Ontario Library Association Statement on the Intellectual Rights of the IndividualIn affirming its commitment to the fundamental rights of intellectual freedom, the freedom to read and freedom of the press, as embodied in the Canadian Charter of Rights and Freedoms, the Ontario Library Association declares its acceptance of the following propositions:
(Ontario Library Association Statement on the Intellectual Rights of the Individual, 1998; reaffirmed by OLA Board of Directors, December 2005.) |
Volunteer Policy |
RationaleThe Volunteer Program of the Elliot Lake Public Library creates opportunities for individuals to feel personal satisfaction while performing a valuable service for the community; serves as a method for area residents to become familiar with the Library; and supplements the works of paid Library staff. Definition
Policy
Tasks that May be Performed by Volunteers
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Facilities Use |
PurposeThe purpose of this policy is to provide direction for the appropriate use and rental of Library facilities for the community and to provide programs in partnership with the Library. ScopeThis policy applies to individuals, groups and organizations who rent meeting rooms at Elliot Lake Public Library. Definitions
Policy StatementElliot Lake Public Library is a public facility, accessible to community members and organizations for personal or public meetings. The Library provides a meeting room for rent to individuals, groups, for-profit and non-profit organizations. Terms of ResponsibilityElliot Lake Public Library is available for public gatherings by non-profit, cultural, educational or leisure groups when the Library is not being used for its primary purpose or library-related activities. Use of the Library must take place in a responsible manner, without cost to the Library or its Library Board and without interference to other patrons or Library activities. (See Code of Conduct) Terms of UseOrganizations/groups may use the Library during regularly scheduled hours as a public meeting space. Groups will have general access to tables and chairs, computers and community resources on a first-come, first-serve basis. Use of the general Library space is provided without charge. Organizations are encouraged to schedule their meeting with Library Staff as a courtesy to not compete with other community programs or Library services. For group meetings that require more space or privacy, the Library can accommodate community groups through the rental of the Program Room. Room RentalsLibrary facilities are provided to the public as long as the public respects and operates within the policies of Elliot Lake Public Library, as well as all federal, provincial, and municipal regulations/laws. Subject to the Library's needs, meeting rooms may be rented to community organizations, educational groups, or businesses, when available, in accordance with the fees established by the Library Board. Non-profit groups will benefit from a reduced rate. Program partnerships with community organizations and corporate sponsorships of a program will be considered if the program serves to enhance the Library's profile within the community, benefits the Library, and/or supports the Library's mission. Library Staff may book meeting rooms in advance for library and library-related business. Thereafter, all bookings shall be on a first come, first served basis. In the event that different meeting room applicants request the use of the same meeting room and time period, priority will be given to meeting room use as follows:
Use of meeting rooms by any group or organization does not constitute an endorsement by the Library Board of that group's policies or beliefs. The Library will not knowingly permit any individual or group to the use its facilities in contravention of Criminal Code of Canada. The following uses are not permitted:
Organizations or individuals renting the meeting room assumes all responsibility for any damages to the meeting rooms or other property of the Library Board caused by, or resulting from, their use of the facility. Rooms shall be left in a neat and orderly condition. Damages to the technology equipment including SMART Board, projector and screen, DVD player and surround sound system and all other equipment will be billed the actual cost to repair or replace. No smoking is allowed. Food and beverages may be served, as long as reasonable care is taken. Request to serve food and beverages must be placed at the time of booking. All food and beverage arrangements, set up and clean-up are the responsibility of the renter. Renters must sign a rental contract prior to the room usage. Payment must be made at the time of booking. Cancellation of room rental must be reported to the Library five (5) business days in advance. Cancellation notice of less than five (5) days shall result in a 100% charge of the room rental rate. If the Library is unable to provide the meeting room due to matters beyond the Library's reasonable control, including, but not limited to, damage to the premises or labour disruption, then the booking shall be terminated and a full refund paid. The Library is not responsible for damage to, theft or loss of articles or property belonging to renters and/or to program attendees. Organizations and groups are responsible for the set-up and clean-up of the room and leaving it in its original state. The Library, including the Library's logo and brand, must be approved on all publicity and signage related to the use of the Library's Program Room by the renter. Food and Alcohol ServiceFood Service is permitted at the Library. Groups and organizations should respect a nut-free environment and avoid foods that include peanut and/or nuts. This allows for the safe use of the facility by all community members. Alcohol Service is not permitted at the Library. |
Procedures
Procedures outline the recommended and usual ways in which business is conducted at the library. They interpret policy and are enforced by library management staff.
Membership responsibilities |
Fair and equal access to library services and materials by all members of the library depends on the fair use of such services and materials by library users. Members have certain responsibilities and a library member shall:
The Chief Executive Librarian is authorized by the board to withhold library privileges to anyone refusing to comply with board policy. The use of the library or its services may be denied for due cause. Such cause may be failure to return borrowed materials or to pay penalties; destruction of library property; disturbance of other patrons after a warning by library staff has been given and ignored by the user; or any other conduct on library premises considered objectionable by library staff. |
Confidentiality |
The confidentiality of all borrower and loan records applies in all circumstances, except where the police have a search warrant. |
Lost or damaged materials |
Borrowers are responsible for materials while on loan to them. If you lose or damage library material, you are required to cover the cost of that material, including:
As the paperback collection consists of donated materials, patrons can replace damaged or lost paperbacks with a donation of another paperback. The classification of a paperback does not include soft cover materials located on the library shelves. |
Privacy |
Purpose/ObjectiveElliot Lake Public Library (ELPL) is committed to protecting the privacy of information given by individual wishing to use the services of the library. The Library collects this information in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) R.S.O. 1990, Chapter M. 56 and under the authority of the Public Libraries Act, R.S.O., 1990, Chapter P. 44 in order to conduct library operations. ContentInformation CollectedELPL collects the following information when registering a new user:
Reasons for Collecting InformationPersonal information is collected and used by internal staff for the purpose of providing library services including, but not limited to, the following:
ELPL engages various third-party digital services for Library users (e.g. interlibrary loan, downloadable media and electronic databases). Information collected by third parties is stored on servers outside the control of the Library. ELPL collects images and video clips through security cameras. Images are only used to ensure the security and safety of staff and customers using the Library. The personal information may be given in any of three formats - in person, in writing, electronically - and this Privacy Policy covers all three circumstances. Information will only be used for the purpose for which it was collected, and will not be disclosed except with consent of the individual or as required by law. ConsentConsent to collect personal information is provided by the customer or guardian in any one of the following scenarios:
Individuals may choose to not provide all requested information. However, this may result in the Library not being able to provide the individual with all available services. Parents or legal guardians must give consent for a child under the age of 16 to access library services. Disclosure of Personal InformationELPL has a responsibility to respect the privacy of individuals and the confidential nature of personal information. Staff may view and amend customer records as required to perform appropriate library functions. Staff are not permitted to view or amend records outside the scope of duties. Personal Information may be provided to law enforcement officers by the CEO/Chief Librarian, or designate. Other Library Staff are not permitted to release personal information. Personal information may only be disclosed if:
Parents and legal guardians may request access to library records for children under the age of 16. Access to records may be provided after the identity of the parent/guardian is confirmed and the age of the child is established. Staff who are registered as customers of the Library have the same privacy and confidentiality rights as members of the public in relation to their activities as customers. The Library may disclose information in accordance with the exemptions provided in section 32 of MFIPPA under compassionate circumstances, to facilitate contact with a spouse, a close relative or a friend of an individual who is injured, ill or deceased. Retention of InformationPersonal information is collected voluntarily and stored electronically in a central database. Personal information is used to create a borrower record. Borrower records allow the library to assign resources and services to an individual. Resources and service transactions remain on the database:
The Library will retain personal information related to items borrowed until December 31, 2018. A library user can voluntarily activate borrowing history through their “My Account” on the Library's Online Catalogue. Customers may use email to contact Library staff. This communication will be stored in authorized Library Staff email accounts. Emails may be deleted by Library Staff at any time. Personal records of all customers who have not used their cards in the previous 5 years and do not have outstanding fines are purged on an annual basis. Temporary backup files of database transactions are created and saved on a daily, monthly and quarterly schedule by Ontario Library Service North. Files are saved for the purpose of restoring data in case of a system failure and are stored securely, and disposed of on a routine schedule. All history and cache files which might identify how a person has to use a Library computer are erased when the computer is rebooted. Customers are encouraged to delete their browsing history and temporary Internet files at the end of each session so personal information is not accessible by subsequent users. Library customers are responsible for deleting any personal information created and stored on electronic devices borrowed from the Library as well as any purchased content downloaded to electronic devices borrowed from ELPL. DisposalPaper records no longer needed to conduct Library business are shredded prior to disposal. This policy may be revised at any time without notice, and shall be effective as of the date of revision. Responsibility for PrivacyElliot Lake Public Library Board is responsible for personal information under its control and designates the Chief Executive Officer (CEO) as the individual accountable for the Library's compliance with legislation. The CEO ensures that the policy with respect to collection, use and disclosure of information is followed. All Elliot Lake Public Library employees will be made aware of the importance of maintain the confidentiality of personal information. Any library user who feels their privacy has not been protected may challenge library practices with the CEO. A library user whose challenge, is not satisfied with the result, may appeal to the Library Board, maintain either the current policy has been violated or that the current policy needs to be changed in order to address a perceived issue. A breach is any unauthorized or illegal collection, use, or disclosure of personal information. In the event of a breach, the CEO or designates will:
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Children's and teens services |
Elliot Lake Public Library Board recognizes that the library services provided to children and teens are important in their own right for intellectual growth, cultural appreciation and recreational activities. The intention of this policy is to ensure that children and teens are accessing materials, programs and services of Elliot Lake Public Library are treated safely, consistently and fairly. Elliot Lake Public Library Board endorses Ontario Library Association's Position on Children's Rights in the Library and Ontario Library Association's Position on Teen's Rights in the Public Library. Children in public libraries have the right to:
Teens in public libraries have the right to:
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