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Mission Statement
Automated Services Policy
Circulation of Lower Cost Equipment, Relia & Special Learning Video Media
Card Issuing and Replacement policy
Code of Conduct and Unattended/Disruptive Children
Code of Service
Interlibrary Loans
Laminating Policy and Form
Long Range Plan 2012-2014
Meeting Room Policy
Photocopy, Printing, and Fax Machine Policy
Policy on Retention of Records
Posting of Flyers, Posters, and Handout Materials
Reference Service Policy
Release of Photograph and/or Name
Request for Reconsideration of Materials

Mission Statement

The Chambers County Library System, utilizing a knowledgeable staff trained in current library trends, will attempt, within its financial means, to collect, organize, make accessible, and distribute library materials to meet the informational needs of individuals and groups of diverse backgrounds, to facilitate informal self-education, to encourage positive recreation and constructive use of leisure time, and to act as a supplemental resource in the formal education of the children and young people in the community. Chambers County Library Advisory Board
May, 1996 Revised, August, 2007

Automated Services Policy

General Information Automated services of the library system include the online circulation system, public access to the Internet from within the library sites, wireless Internet access, and use of library workstations for access to the library’s collection of software and CD-ROM products. This policy applies to all users of these services as stipulated below. If you have any questions, please contact the library staff for further information. The library is a service of your county government, and you have the right to understand how your tax dollars are used. The library tries to serve all members of the county, regardless of age, gender, or other possible category.


Online circulation
The library’s circulation system allows patron access to the database of items in our collections. This allows patrons to check titles in all branches, and provides greater use of our resources. Patrons are restricted to the browsing and reserve functions on this database, and to making changes on their own preferences as online users.

In-house software, library databases, and CD-ROM products
The library system provides basic word processing, Office software, and educational software for use at each library site and access to some commercial websites and downloadable databases. Patrons are asked to respect the limits placed on the use of these products. A rewritable CD (CD-R) may be purchased from the library staff to save items compiled on library workstations or external storage devices may be used. Any intentional efforts to operate in a manner which could harm the system will be subject to a loss of privileges on the library automated system.

Internet access
The county government provides public access to the Internet as a service through the library system. The service is subject to all library use regulations. Library rules require that county residents and regular users register for a library card for access to library materials and services. A borrower’s card will be required for access to the Internet through the library system equipment. Declining to register for a library card will require assistance from the library staff for access to the equipment, and is allowed only in situations involving transient library users. A valid library card must be shown. The Internet contains over 43 million sites of information. Not all of these sites provide accurate, complete, or current information. Users should judge the merit of information from the Internet the same way print materials are judged. The library assumes responsibility for the information on the library home page and for the card catalog, but not for materials from the Internet itself. Links on the library home page have been evaluated at the time of their listing for merit and local interest. Please contact the library staff if you find a questionable item within the home page or the catalog.

Wireless Internet access
The Chambers County Library System offers free wireless access (aka "hot spots" & "WiFi" ) at all its locations for library patrons to use with their own personal notebooks, laptops and other mobile devices. These access points are secured and password protected, accessible at all times inside the library and outside on library grounds. A patron's use of this service is also governed by Chambers County Library System’s Automated Services Policy. A network name and password are available at each of the branch libraries upon request.

At this time, laptops have no printing capabilities while using the library’s wireless internet access and may not be plugged into one of the library’s public printers. However, a document may be saved from a laptop and printed from one of the library’s public printers.

In-house Internet access
Library patrons who apply for cards & Internet access: by signing the library card application patrons are agreeing to the Automated Services Policy”.

Computer workstations in the library are available on a first-come, first-served basis. In order to accommodate access to the library catalog as well as to the Internet, in-house workstation time may be limited or interrupted by the library staff. Individual patrons may access the Internet for a maximum 1 hour period per day. The library staff member in charge at that site may allow an additional time period. In-library use of computers requires a library card, and the patron must have "good user" status. Patrons who need more time for tests, filling out forms, etc., should arrange to visit earlier in the day, and to request that extra time be allowed when beginning their sessions. Visitors to the area may be granted "guest" privileges on the Internet provided proper identification is supplied.

The policy of "reasonable suspicion" is followed in the library system for computer use. All public acess machines are susceptible to monitoring by both the County IT Department and by the library staff. All such monitoring is also subject to library privacy law issues, and patrons can be assured that their activity, if monitored, will be confidential. Users must refrain from downloading programs, altering the settings and configuration of the workstation, or intentionally attempting to damage the library network or equipment.

The library system reserves the right to end an Internet session at any time in the library if viewers are creating a disturbance. Display on the computer monitor of sexually suggestive objects or pictures could be in violation of State and Federal obscenity laws (V.T.C.A. 43.21 to 43.26 and U.S. Code Title 18, 2252). If patrons are caught viewing sexually suggestive sites, an immediate 3-month suspension will be placed on computer use for that library card number. If a patron is caught a second time, the patron will be banned from use of the library system computers completely.

Material may be printed from the Internet. Five pages per student are allowed free of charge when using the Internet for school-related material. The charge for additional pages is 10 cents per page for all other purposes. Color printing charges are 50 cents per page, and no free pages are given. Pre-payment must be made prior to any printing; refunds for homework pages will be provided when staff members are shown the printed pages.

If adjustments to the computer are needed for viewing, for example, by enlarging a screen for the sight-impaired, please contact a staff member for assistance.

Filtering on the library system network Filtering and monitoring of patron Internet activity on a very limited basis is done at the Chambers County Library System to comply with federal requirements. Cyberpatrol, a blocking software package, is installed on Library computers. This is intended to block inappropriate sites from children. Anyone using the computer over the age of 18 may have the filtering software turned off. Patrons may be asked to provide the library with photo ID. Filtering Internet access does not mean that no harmful materials will be reached. It means that the library system has provided a resource that attempts to limit materials which some patrons might feel uncomfortable viewing. Library patrons use all workstations at their own risk.

Children’s use of the Internet
The best way to ensure that children are properly utilizing a resource is to be there with them when they do the work. This is true for print, audio-visual, and electronic materials (like the Internet).

The library system does not function in loco parentis; that is, the staff members are not responsible for deciding what library resources are appropriate for an individual child to use. Parents should let children know if there are library materials that should not be used. The decision to give a library card by the parent to the child is considered consent for the child to access the Internet, and their activities are not monitored by the staff. The parent signing for the card has the option to not check approval for Internet access.

For more information on children and the Internet, see “Child Safety on the Information Highway,” produced by the National Center for Missing and Exploited Children and the Interactive Service Organization (1-800-843-5678).

Children should be instructed by their parents not to give out personal information to anyone, particularly on the Internet, without a parent’s permission.

Internet functions supported
The library system does not provide electronic mail accounts to the general public, nor does it provide personal billed accounts for newsgroups, listervs, or similar retail products. On-line commercial databases are available through library consortiums and some are provided by the Chambers County Library System. Links to available databases and downloadable services that are available may be seen through the library system website, www.chambers.lib.tx.us.

Copyright
The unauthorized reproduction or distribution of copyrighted materials, except as permitted by the principles of “fair use,” is prohibited by law (U.S. Code, Title 17). Users may not copy or distribute electronic materials, including electronic mail, text, images, programs, or data, without the explicit permission of the copyright holder. Any responsibility for any consequences of copyright infringement lies with the user, not with the library system.

Sanctions
Failure to comply with the library system policies on technology and electronic resources will result in revocation of Internet use privileges and/or library use privileges. Violations of the policies described above will be dealt with in a serious and appropriate manner, to the full extent of the law. Illegal acts involving library equipment and resources may be subject to prosecution by local, state, or federal authorities. Note that specific penalties of 3 month suspension, and permanent suspension, will be levied for viewing of sexually suggestive sites, as noted in the section on In-House Internet Access, above.

Approved:
Chambers County Library Board
May, 1998 Amended: August, 1999; May, 2000; February, 2004, August, 2004, August, 2005 November, 2009, May 2010, November 2010

Sample agreement to be signed by patron and retained on library card application:

Internet access: I agree to abide by the library system's Automated Services Policy


Card Issuing and Replacement policy

From the New Patron flyer

Applying for a Library Card
Library cards are free of charge. To get a card, applicants must be at least 16 years of age, and must have valid photo identification. A driver's license or TDL id card is preferred, but a passport, military id, student id, or work badge photo id are acceptable, provided a name is on the badge with the photo. Information taken includes the license number, a working phone number, a mailing address, and the name of a person who can be contacted to relay a message if necessary. A signature is required showing that the patron agrees to obey the library policies. People living in a household who have no legal kinship must get separate cards.

Library cards allow the cardholder Internet access, to check out items, and to book meeting rooms & equipment. There are no limits on most materials, but patrons are limited to a total of 6 videotapes and DVDs at one time. New borrowers are restricted to 5 total items on the first loan, which includes 2 a-v items.

Children under the age of 16 are not issued separate library cards. CCLS cards are considered family cards, and the person signing the application is responsible for all items charged on the card (and all fines and fees created by anyone using the card). The new applicant lists all those allowed to use the card on the application. A legal guardian or parent is the only person allowed to list children on the application. Cards are valid for three-year periods. If names, addresses, or phone numbers change, inform the library staff. Cards are issued in sets of three; replacement sets are $1.00

When the cardholder hands the library card to a child, friend, parent, or any other person, the cardholder is taking full responsibility for the library activity of that person. This is legally binding, and should be considered carefully by the card owner.

Approved, August, 2008

Circulation of Lower Cost Equipment, Realia, & Special Learning Video Media


Small equipment items costing less than $100.00 will be charged to individuals as a regular loan item. Loan periods for small equipment are for 7 days, with 1 renewal. Extended use charges will accrue at the rate of 25 cents per day, with no upper limit.

Small equipment items include, but are not limited to the following: paper cutters, cassette tape players, coffeemakers, folding tables, or easels.


Realia is a term covering 3-dimensional objects that are circulated in libraries. Loan periods for realia are for 21 days, with 2 renewals. Extended use charges will accrue at the rate of 25 cents per day, with no upper limit.

Realia items include, but are not limited to the following: sculpture, toys, puppets, and bagged story collection kits.

Special learning videotapes, by their nature, require longer circulation periods than feature film videotapes. Loan periods for special learning videotapes are for 21 days, with 2 renewals. Extended use charges accrue at the rate of 25 cents per day, with no upper limit.

Special learning videotapes include, but are not limited to, the following types of videos: foreign language instruction, English as a second language, GED study tapes, basic literacy instruction, firefighter training, or mixed media bag sets.

Code of Conduct and Unattended/Disruptive Children


The Chambers County Library System is a public facility, and requires a certain standard of behavior from those using the library branches and services. Library customers who do not abide by these standards will be asked to leave the premises. Failure to do so could develop into an incident in which the Sheriff's Department will be contacted.

General Decorum
The following items are prohibited within the library property:

Any form of conduct that disrupts public library service, endangers the public, or library property. This includes: fighting, running, unreasonable noise, loitering, or soliciting.

Harassing patrons or library personnel; using loud, profane, vulgar, or abusive language

Using furniture inappropriately, i.e., placing feet on tables or chairs, tilting back in chairs.

Wearing indecent or vulgar apparel, or recognized gang apparel; chronic appearance at the library with significant body odor.

Shirts/pants/shorts/skirts/dresses and shoes required. Swimwear in not acceptable in the library.

Chronic return of library materials that are infused with odors, stains, or permanent damages.

Using tobacco products; possession, use, or distribution of any type of controlled substance or drug except as permitted by law; intoxication by reason of alcohol, a controlled substance or drug, or a combination of these substances

Possessing, using, or displaying of a firearm or other weapon

Carrying or leading animals into the building, with the exception of seeing/hearing dogs.

Disruptive/Disorderly/Unattended Children
A child who is disruptive or disorderly will be taken by the staff to the parent. The parent should be informed as to the behavior and as to the fact that such continued behavior is subject to the family's removal from the building.

If the parent is unable to control the child, the family should be asked to leave. If the parent refuses this request, the Sheriff's Department should be contacted.

If a child is left unattended at the library, the child may become frightened or disruptive. If the parent cannot be located within the building, staff should attempt to identify the child and to contact the parent or adult responsible for the child. The child should remain with the staff member while this activity takes place.

If the parent cannot be located, the staff member should contact the Sheriff's Department to pick the child up. Under no circumstances should a staff member remove a child from the library personally.

Formal Action

Should patrons not conform to the standards of behavior as noted above, a certified letter will be sent either to the cardholder (if an adult) or to the parent of the minor in question, noting the issues and instituting a period of banishment from the library premises. This action will take place after a minimum of three (3) oral warnings, and will last for a period of three (3) months from the date of the letter. No appeal of this matter is available.

Chambers County Library Advisory Board
August, 2003; Amended, August 12, 2008
Amended May 12, 2009
Amended November 12, 2013

Code of Service


The library public is entitled to easily accessible library collections in a safe, clean, organized, and appropriate environment staffed with friendly, courteous people.

Each member of the library public is to be welcomed, fairly and courteously, without discrimination.

Service to the public takes precedence over the library’s internal paperwork and internal communications.

Information given to the library public will be based on verifiable, current sources, clearly communicated, and given in a timely manner.

Adopted by the Library Advisory Board:
Chambers County Library System
August, 1999

Interlibrary Loans

Interlibrary loan (ILL) is a transaction by which a library can borrow library materials from other libraries. This is done for titles that are not owned by the home library.

Conditions of service

The Chambers County Library System provides interlibrary loan services free of charge to patrons in good standing. Patron must have a valid Chambers County Library System card for 1 month before using this service.

The loan period for interlibrary loan items is 2 weeks, unless the lending library requests that the materials be returned sooner. The library system will deliver the ILL to the branch library, and the patron will be notified that the item has arrived. The ILL will be held for 3 days after notification, then it will be returned to the lending library. Failure to pick up items ordered through interlibrary loan can result in eventual suspension of interlibrary loan privileges. Failure to pick up 3 separate ILL requests will result in a 1 month suspension of ILL privileges.

The Chambers County Library System follows the principles endorsed in the ALA Interlibrary Loan code, the Texas State Library TexNet guidelines, US Copyright Law and US Commission on New Technological Uses of Copyrighted works (CONTU) guidelines, and federal and state laws governing confidentiality of records.

Renewals of items

Items from outside the Chambers County Library System can be requested for a renewal by contacting the library staff. Only 2 renewals will be allowed on Interlibrary Loan items pending approval from the lending library.

Types of materials borrowed and lent

The Chambers County Library System is able to provide interlibrary loans on most books and many items in other media, but there are exceptions:

1. Materials that have been published within the calendar year;
2. Materials in high demand;
3. Materials that do not circulate (Reference, genealogical materials, etc.);
4. Materials limited by licensing agreements; and,
5. Equipment

The availability of interlibrary loan materials depends upon the willingness of other libraries to lend materials. It is not guaranteed. Notices of refusals to loan are provided to the patron.

How to request an interlibrary loan

Patrons are limited to have out 3 Interlibrary Loan items at a time. A patron may request interlibrary loan service at
the reference desk, by phone, email, or request a book through Texas Navigator from our website. To request a book
through interlibrary loan, the patron should provide the author, the title, and if possible, ISBN or the year of publication. To request a journal article, the patron should provide the journal title, date of publication, page
number of the article, author and title. Requests for photocopies must comply with US copyright law.

Lost Interlibrary loan materials
If an item received through interlibrary loan is lost or damaged, the patron is responsible for all overdue fines, the cost of the item, any processing fee charged by the lending library. When materials are lost or returned late, the borrowing privileges of both the patron and the Chambers County Library System are jeopardized. Items more than 3 weeks
overdue will be sent a letter for the cost of the item, plus a $5 non-refundable processing fee. If the material(s) are returned in good condition, the item cost will be removed.

Reserves and Intralibrary Loans (Branch-to-Branch Loan)
Reserves are placed at the branches by staff members or by patrons using the online catalog through the library's website. Reserve reports are run weekly, and books are pulled from the owning branch and delivered branch-to-branch. Once the items are found, the reserve information is placed in the book and charged to the branch. At the branch, the staff members contact the patron. When the item is returned, it is charged back to the home branch and returned via regular delivery. Loan periods for reserves are the same as for all library system items, and renewals are allowed.

Approved by the Chambers County Library Advisory Board
August, 2013
Amended: May, 2014

Laminating Policy and Form


The Chambers County Library System has a laminating machine. Library staff will accept patron posters to laminate, with the following restrictions:
1.The patron understands that, in handing the item to the library, that the library system is performing a service, and will do its best to return the item in better condition. The library system will not accept any responsibility for damage, nor can any improvement be guaranteed.

2. A pre-paid charge of $1.00 per linear foot for each item is required before the library system will accept any items from a patron. This is non-refundable. The cost is for the materials used, the staff time involved, and lamination process. Items smaller than 8.5 x 11 inches cannot be accepted.

3. This form, with all information filled out, must accompany the pre-paid fee and the item(s) to be laminated. Checks or cash may be used: make the checks payable to “Friends of CCLS.” Staff members will route the items to the Technical Services Department on the regular schedule.

4. Laminating will be done on a regular staff schedule. Bear in mind that once delivered to the library staff, the item may not be available for a full month, and staff will not be able to provide any updates on the status of the process.

5. The library system will accept for laminating only items that are personally owned by the patron, and retains the right to refuse service for any reason.

Date: _________________ Library Branch: CCL JHML WCB
Name, Library Card Number, Phone Number, and E-mail Address (print):
Item Item Title/Description & Size Price
1. $ .00
2. $ .00
3. $ .00
4. $ .00
5. $ .00

Check # _______ Cash _____ Staff Initials ________ Total paid: ______

Long Range Plan, 2010-2012

Chambers County Library System
Mission Statement

The Chambers County Library System, utilizing a knowledgeable staff trained in current library trends, will attempt, within its financial means, to collect, organize, make accessible, and distribute library materials to meet the informational needs of individuals and groups of diverse backgrounds, to facilitate informal self-education, to encourage positive recreation and constructive use of leisure time, and to act as a supplemental resource in the formal education of the children and young people in the community. Chambers County Library Advisory Board May, 1996 Rev., 2007

Long Range Plan, 2012-2014
Goal I: To train knowledgeable staff

Library services are changing at a more rapid pace than ever before. Much of this is
technology-driven as e-readers, apps, cell phones and other handheld devices become
more popular. Other changes involve dealing with altered demographics, usage of the
library, the public's view of the library as it fits in the community and developments in
the way library services are funded. In order to stay on top of these changes, library staff
members need to have access to both formal and informal training.

Objective 1: Utilize workshops offered by the Texas State Library, or other sources to
develop staff skills and knowledge of current library trends. Examples include TechSoup
online training, SABLE/ABLE supplemental online training programs, Online Command
Spanish for Librarians, and training sessions offered by OverDrive, one of our online databases.

Objective 2: Seek funding for staff development and training.

Objective 3: Encourage staff to attend local and state association meetings as funds allow.

Objective 4: Provide in-house support and training for staff members seeking to understand outside consultants, or other means at our disposal.

Goal II: To collect

Although the printed book continues to be the primary medium for reading, the public is
rapidly adapting to digital media. The Library
needs to be in the forefront, providing the public with reliable, authenticated sources of information.
The Library also needs to be aware of new technologies and methods of delivering recreational and
informational content, and to adapt the collection development policy as needed.

Objective 1: Develop basic life skills collections.

Objective 2: Continue acquisition of all material types: increase audio-visual acquisition, e-book content,
foreign language materials.

Objective 3: Continue to explore new products, such as downloadable video, audio, and language programs.

Goal III: To organize

Objective 1: Revise library system technology plan.

Objective 2: Consult with Historical Commission to provide a resource for professional cataloging of the collection housed there.

Objective 3: Continue to obtain additional issues of Wallisville Age for indexing and adding to the library database.

Goal IV: To make accessible

Objective 1: Renovate the Chambers County Library in Anahuac and expand the story hour room at the
Juanita Hargraves Memorial Branch in Winnie.

Objective 2: Digitize local history materials and make available on webpage.

Objective 3: Improve parking situations via land acquisition and property improvements.

Objective 4: Create a complete marketing program to help the system move beyond traditional
methods of publicizing its services and programs.

Objective 5: Explore ways of exporting library programming through podcasts, direct broadcast or other media.

Goal V: To distribute library materials

Objective 1: Increase outreach services: Develop formal deposit collections as needed and/or requested.

Goal VI: To meet the informational needs of individuals and groups

Objective 1: Identify and target needs of special groups: Viet, Spanish, teens, others.

Goal VII: To facilitate informal self-educationz

Objective 1: Develop basic life skills collections, geared to patrons with basic literacy issues.
Maintain awareness of literacy needs and continue to provide a space and support for literacy programs.

Objective 2: Increase access to databases and e-books provided through Texas State Library and the
Houston Area Digital Media Catalog consortium. Increase County purchase of databases for patron access.

Objective 3: Expand promotion of English language acquisition and citizenship for Spanish speaking population.

Objective 4: Purchase additional AWE Early Literacy Stations for the Chambers County Library in Anahuac
and the Juanita Hargraves Memorial Branch in Winnie to increase literacy skills
and create a love of learning through technology.

Goal VIII: To encourage positive recreation and constructive use of leisure time

Objective 1: Present educational, cultural, and recreational programs for adults.

Objective 2: Present programming for young adults.

Objective 3: Continue movie licensing for public showing of DVDs.

Objective 4: Continue Children's Programming staff committee.

Objective 5: Purchase additional AWE Early Literacy Stations for the Chambers County Library in Anahuac
and the Juanita Hargraves Memorial Branch in Winnie to increase literacy skills
and create a love of learning through technology.

Increase outreach programming by Chambers County Library System.

Continue to market and promote the Chambers County Library System's brand that is recognized throughout the community.

Continue to utilize the local media and to better utilize new technologies in order to better advertise
library programs and services.

Create system-wide events (housed at one site, but attended by citizens from around the county) to promote library usage.

Increase bilingual programming system-wide, such as Spanish computer classes and Spanish story hours.

Initiate homeschool events and programs at the Chambers County Library in Anahuac and the
Juanita Hargraves Memorial Branch in Winnie.

Goal IX: To act as a supplemental resource in the formal education of the children and young people in the community

Objective 1: Continue work with local schools and homeschool groups to support the curriculum, by providing
orientation tours, and encouraging long-term loans for the classroom.

Objective 2: Utilize library webpage to provide access to school websites and other library collections
and local resources, such as Wallisville Heritage Park and the Historical Commission.

Chambers County Library Advisory Board
Approved, May 11, 2010 ; revised 2012.

Meeting Room Policy

Policy:

The use of the meeting rooms in the Chambers County Library System is granted to community groups whose aims are educational, cultural, and/or for civic betterment. They may not be used for meetings which are partisan, commercial, or religious in their purpose, or which further any one individual’s goals.

The meeting rooms are designed to allow such activities as discussion groups, panels, lectures, storytelling, or puppet shows. They are not intended for dramatic presentations requiring full stage equipment. Primarily, the meeting rooms are intended for library and library-related programming. The meeting rooms are reserved for library use for scheduled programs, which will be posted at the circulation desk of the specific branch.

Rules for use:
Groups requesting the use of the library meeting rooms will designate on the application form a host or hostess who shall be the formal representative and agent while the room is being used. This person must be present at the function scheduled.

Meetings at the Juanita Hargraves Memorial Branch, Winnie, may only be held during hours the library branch is open. Failure to complete a meeting by the closing hours could result in a refusal for future bookings for the group.
The large meeting room at the Chambers County Library in Anahuac is available when the library is closed. Smaller meeting rooms are not available after hours.

With rare exception, upon the approval of the Branch Librarian and the County Librarian, arrangements may be made to hold a meeting within one of the libraries after hours. If scheduled meetings do not comply with the library’s public service hours, a fee of $10.00 per hour is charged. This fee applies to any additional hours or parts of hours when a meeting extends beyond the regularly scheduled library hours. This fee covers charges for building supervision.
Arrangements for meetings after library hours must be made at least 24 hours prior to the event, and the fees must be paid in advance. The Chambers County Library System reserves the right to cancel a reservation, but only in order to use the room for library purposes. If such a reservation is cancelled, a 48-hour notice will be given.

If the meeting is cancelled or moved to another location, please inform library staff so another group may utilize the room. No admission fee may be charged by any group using the library meeting room.
Please allow enough time for the group to arrange the room. Tables and chairs are available, and audio-visual equipment may be reserved for use at the same time the room is reserved. The library staff can assume no responsibility for arranging the room.
Equipment requiring voltage other than 110 watts will not be permitted. Electrical outlets are installed around the room.

Light refreshments may be served; limited access to serving and storage space may be available, depending upon the room reserved. Groups who engage the large room at Anahuac on a regular basis may utilize the cabinets in the room for storage of refreshment supplies; please label items with the group’s name. The library system accepts no responsibility for articles left in the meeting room.

Trash receptacles are placed in the rooms; additional receptacles and bags may be requested. Clean-up of the room and returning chairs and tables to their proper sites is the responsibility of the group. Please notify the library staff if spills occur in order that additional repairs may be made promptly.

Reservations may not be made more than one year in advance. Standing meeting times may be arranged for one year periods; they will not be automatically renewed at the end of the year. Library programming may make particular dates unavailable; the group will be notified with sufficient notice to arrange an alternate date.

Meeting reservations may be placed by telephone, but the meeting cannot take place until the reservation form has been completed by the agent willing to take responsibility for the use of the room, and any and all fees paid.
All uses of Anahuac’s large meeting room after library service hours require access with an entrance key; a refundable deposit of $10.00 will be required.

Chambers County Library Advisory Board November, 2002

Photocopy, Printing, and Fax Machine Policy

Copyright
The person making copies is responsible for compliance with all copyright laws. The laws are posted near each copier.

Photocopying
Making enlargements or reducing material can require more than one copy to be made. All copies must be paid for, not just the final “good” copy. The staff is always ready to assist patrons. Various sizes, weights, and colors of paper are available for use. White paper is standard; ask staff for assistance otherwise.

Photocopy and Print Charges
Students are allowed 5 free copies from reference or circulating materials in the library, and non-students are allowed 5 free copies from non-circulating reference materials. Items may also be printed from the computers. Five pages are allowed free of charge for students using those pages for homework. After the first 5 copies, the library charge is:
Black and white copies 10 cents
(or black ink on colored paper as available)
Color copies (colored ink) 50 cents
The general public is charged at the rate of 10 cents per page beginning with the first page printed.

Fax Machines
Local or “800” calls to send faxes are free of charge. Calls to long-distance numbers are charged 50 cents per page. Incoming faxes cost 10 cents per page.

IRS Forms
Tax forms provided by the U.S. government in bulk to the libraries are free of charge to library patrons. Copies produced for patrons by the staff or on library copiers are 10 cents per page.

Receipts for printing and faxing can be provided by the library staff.

Approved by the Chambers County Library Advisory Board - May, 2001 Amended May, 2004 Amended May, 2009 Amended, November, 2009

Policy on Retention of Records

Chambers County Library System - Policy on Retention of Information & Records (Addendum to the County’s Local Government Records Control Schedule)


The Chambers County Library System attempts to provide confidentiality and security regarding any personal information that the library system requires for a patron’s use of county services. Patrons should understand that there are legal limits to such privacy, and that the library system is required, under certain conditions, to divulge circulation records, electronic use records, or patron identification information, if such legal processes are pursued. Libraries do not monitor information sought or read by library users. To the extent that libraries “capture” usage information of computer logs, libraries comply with court orders for law enforcement. A system of referral of requests for operational records is in place, and all requests for information must be made through the office of the County Librarian. All inquiries will be held in the strictest confidence by the County Librarian. The Chambers County Library System subscribes to the “Policy on Confidentiality of Library Records” as adopted by the American Library Association.

Part I: Patron Information

Patron identification information
The library system application card contains name, mailing and physical address, phone numbers, email address, and TDL, along with personal signatures for acceptance of library use policies, names of family members who have permission to use the card, and a signature for Internet policy acceptance. This information is physically stored in a card file, and identical information is placed in the library system’s automated database. Borrowing privileges for general patron cards last 36 months and may be renewed; the Long Term Loan / Teacher Loan card expires in 12 months. Expired patron records are purged annually from the database, unless those patrons have unpaid fines, books checked out, or messages of another nature blocking the deletion of the files. Once the record is purged from the automated database, the physical signature card is removed and destroyed. Expired patron records with active information will be retained indefinitely, subject to the discretion of the County Librarian.
Expiration, revocation, cancellation, or denial of library services may be cause for correspondence and communication between the party and the library staff. Such issues, if occurring, will be documented and maintained for 10 years from the initial date of the action.

Circulation record logs
Presentation of a library card at the circulation desk is mandatory for the charging of items to a patron record. The library system’s policy regarding circulation logs of individual items: patron information is retained on each item for two previous checkouts. Current policy on items charged to individual patron records: item information will be retained for a maximum of six months.
Overdue notices and reports are generated on a regular basis. Paper information on these items is destroyed as soon as the situation is resolved. Overdue information, with fines accrued, is listed in the computer logs, and will be removed generally after 5 years’ effort to collect on lost items.

Public access online service logs
The library system’s automated network provides public access to software programs, to the library’s database, and to the Internet. Patrons are required to abide by the library system’s Automated Services Policy, and sign for that privilege when they apply for a library card.
Each computer in the library’s network retains information on activity at that machine. Library policy requires deletion of the usage logs daily on public access machines. The library system does not maintain records on individual patrons at specific machines at any time.
The library system’s Web page and online databases are accessed and logged through the library system’s servers and filtering software. The library system is required to comply with filtering guidelines in its receipt of federal funds, and the network filter monitors all machine activity. Information from this software is subject to review by the County Data Processing Manager.
Guest users (non-registered patrons) of the library’s public access to the Internet are required to abide by the Automated Services policy. Identity records are not kept, as it is presumed that this use is one-time. Habitual use of the library’s electronic services will require application for a library card.

Holdings File
The library database includes information on items held in the collection. The database is altered daily, depending on additions, corrections, or deletions of materials to the system. No records of deleted items are kept. Items that are still attached to a patron’s record, when that patron is delinquent, are held in the database indefinitely.

Part II: Administrative records
The following items relate to materials not generally of interest to the public, but necessary to the effective administration of the library system.

Policies and Procedures
Policies are created by the joint effort of the County Librarian and the Library Advisory Board, and approved or amended by action of Commissioners’ Court. Policies that have been superseded or removed are archived for historical referral.

Procedures are operational activities that are based upon the policies of the library system, designed for working use by the staff. These procedures are subject to change without board or court action, and no attempt is made to archive outmoded procedures. Records of these procedures are destroyed when superseded.

Donor Register File
Members of the community donate used materials to the library. A release form transferring the property to the library is signed. A file of these names, with date of donations, is maintained permanently. The original signed copies will be destroyed after the file is created.

Complaints, requests for reconsideration, correspondence
Issues of concern to the public, as voiced through the library system’s formal process or through informal correspondence, are documented for referral. These items will be retained for a minimum of 10 years, then purged.

Annual reports to the Texas State Library
Documents relating to the compilation of this report are compiled monthly; copies of the monthly statistical reports, and working information to compile the annual report, will be retained permanently.

Interlibrary loan records
Photocopy requests are retained for 5 years to comply with fair use/copyright information. Book requests are maintained for a maximum of three years past the date of return of the item to the lending library.

Computer generated reports
Working documents for the administration of the library, the development of the collection, inventory control, etc., are used for an indefinite length of time, then destroyed. Generally, statistical reports are retained as part of the documentation that is finally accrued and generated as the state library’s annual report.

Receipt books
Receipts written for lost materials, damaged items, deposits, etc., are kept for 5 years after the date of receipt, then destroyed.

Purchasing records
Purchases made with funds administered through the County, whether from the general fund, grant funds awarded to the library, or special funds (such as certificates of obligation for construction) are monitored through the offices of the County Treasurer and Auditor. For referral purposes, materials about these purchases will be retained by the library system for 2 fiscal years prior to the current year, then purged. The library system receives funds from individuals and grantors that are either administered elsewhere (Houston Area Library System) or in-house (Memorial Fund). Records on purchases, invoices, statements, etc. for HALS funds are kept for 3 bienniums (their fiscal cycle). Records relating to the Memorial Fund are maintained permanently for possible audit.

Chambers County Library Advisory Board November, 2002

Posting of Flyers, Posters, and Handout Materials

The Chambers County Library System provides a venue for the exchange of information concerning items of interest to all members of the community. The libraries, as popular community sites, are considered natural venues for distribution of materials, but due to increasing traffic and space limitations, the posting of flyers, distribution of handouts, and placing of collection boxes for worthy causes must be severely restricted.. Flyers and other posted materials relating to County department events, major festivals in the county that impact library services, and some limited materials relating to educational/school system enhancement, and Federal programs will be accepted as part of the library mission.

The circulation desks of the libraries are reserved for library-specific notices. Other posters or handouts, when approved, are placed where the public has access to them.

Flyers and handouts will be retained no more than 3 months from their approval date, unless a determination is made to retain them for their value to the library patrons. Flyers to be posted must not exceed standard 8.5" x 11" size. Once flyers and posters have been presented to the library system, they cannot be returned to the distributors.

The County Librarian or the Library Advisory Board will provide the determination as to whether items may be placed in a library facility. A list of examples of posters allowed is shown following this policy. It is not exclusive, but generally definitive.

Chambers County Library Advisory Board
May, 2001; Revised, May, 2006
November, 2010

Examples of approved flyers and materials include, but are not limited to, the following:

Chambers County Government related items:
All Library System activities, including those of the Friends of CCLS and the Teen Boards; display/sales of books from local groups, as part of Friends of CCLS fund raisers;

Toy Donation Box, conducted by the County Historical Commission
Passport Day event conducted by the District Clerk's Office
Hurricane Information, provided through the Office of Emergency Management
County job postings
WIC Breast Feeding Classes
Health Department Flu Shot announcements

Local & Area Government and Non-Governmental Organization items:
GatorFest, Texas Rice Festival, and Barbers Hill Fall Festival
City Council meeting agendas and official notices (such as Boil Water notices)
Hospital Health Fairs
Chamber of Commerce Newsletters
Volunteer Fire Department and EMT notices (not fund raisers) such as Burn Bans
Senior Citizen Free Transportation flyers, or Meals on Wheels flyers
Hurricane Recovery & Mental Health Assistance flyers (such as St. Vincent de Paul)
Texas Coast Beach Cleanup Day flyer (Galveston Bay Foundation)
Old River Founder's Day
Girl/Boy Scout sign up information (but not event flyers)

State and Federal items:
Anahuac National Wildlife Refuge announcements (but not Friends of ANWR events) Annual Hunting and Fishing Regulation handbooks

Education-Related items:
Lee College or Lamar University materials
Met HeadStart enrollment announcements
Homeschool Programs and Activities in the county
School District announcements (but not fund raisers or after-school activities)
FAFSA application information posters

Examples of prohibited flyers and materials include, but are not limited to, the following:
Fundraising benefits for individuals
Garage sales
Church related events
Little League information
Girl/Boy Scout event flyers

Reference Services Policy

Reference Services Mission Statement
The Chambers County Library System will select an adequate, suitable, and up-to-date collection of materials, in keeping with the aims of the library system mission statement. Trained staff will be provided to assist patrons in locating resources and answering questions from a wide variety of subject fields for people of all ages, educational backgrounds, and personal and professional needs. Staff members will serve patrons efficiently, impartially, courteously, and in a timely manner. The library system upholds the principles of the American Library Association Code of Ethics.
--------- ALA Code of Ethics
As members of the American Library Association, we recognize the importance of codifying and making known to the profession and to the general public the ethical principles that guide the work of librarians, other professionals providing information services, library trustees and library staffs.
Ethical dilemmas occur when values are in conflict. The American Library Association Code of Ethics states the values to which we are committed, and embodies the ethical responsibilities of the profession in this changing information environment.
We significantly influence or control the selection, organization, preservation, and dissemination of information. In a political system grounded in an informed citizenry, we are members of a profession explicitly committed to intellectual freedom and the freedom of access to information. We have a special obligation to ensure the free flow of information and ideas to present and future generations. The principles of this Code are expressed in broad statements to guide ethical decision making. These statements provide a framework; they cannot and do not dictate conduct to cover particular situations.
We provide the highest level of service to all library users through appropriate and usefully organized resources; equitable service policies; equitable access; and accurate, unbiased, and courteous responses to all requests.
We uphold the principles of intellectual freedom and resist all efforts to censor library resources.
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.
We recognize and respect intellectual property rights.
We treat co-workers and other colleagues with respect, fairness and good faith, and advocate conditions of employment that safeguard the rights and welfare of all employees of our institutions.
We do not advance private interests at the expense of library users, colleagues, or our employing institutions. We distinguish between our personal convictions and professional duties and do not allow our personal beliefs to interfere with fair representation of the aims of our institutions or the provision of access to their information resources.
We strive for excellence in the profession by maintaining and enhancing our own knowledge and skills, by encouraging the professional development of co-workers, and by fostering the aspirations of potential members of the profession.
Adopted by the ALA Council
June 28, 1995

Philosophy & Scope of Reference Service

Reference services are provided with the belief that all information requests are valid; all patrons with a need for reference assistance deserve equal treatment and accurate responses; only staff with training in reference interviews and reference search techniques will handle reference questions; and that all requests for reference assistance are considered confidential.
The library system accepts requests in person at the library, or by phone, fax, mail, or through electronic mail. Priority is given to in-person requests. There are no fees charged for reference services. Queries that cannot be answered with local system resources will be researched on the Internet and through services provided by the Houston Area Library System and the Texas State Library and Archives.

Special Categories of Reference Service

Medical, financial, and legal questions, including Internal Revenue Service materials: The library system provides information, but not advice. Brief definitions and legal forms are provided for the patron, but the choice of what will apply to the patron is the patron’s decision. The library staff members do not interpret medical, financial, or legal terms.

School assignments: Homework assignments are usually made for the purpose of teaching students how to gather and process information. Staff members will not provide extensive help on homework assignments; they will suggest basic reference materials, sources in the general collection, or online resources, and will make sure that students are aware of materials available through interlibrary loan.

Antique and rare material appraisals: Price guides and identification materials are provided in the library collection, but staff members are not trained in appraisal, and patrons must make their own valuation choices.

Local history and genealogy research: Chambers County is rich in history and local lore, and the library system has access to a variety of source materials, genealogical charts for local families, and traditional print materials on genealogy. Staff members are available to provide a general orientation to these resources, and will make every effort to supply helpful information but they are not able to undertake original research.

Proctoring examinations: The library system staff will provide test proctor services for patrons who need it. Advance notice for test proctoring is required.

Americans With Disabilities: Services for patrons with disabilities are extended to provide reasonable accommodation, but patrons are still required to do their own analysis, research, etc. Staff members will search for materials and bring them to a patron in a wheelchair, for example, if the patron has difficulty reaching those items.

Approved: Library Advisory Board– March, 2003

Release of Photograph and/or Name

Chambers County Library System and its employees may photograph or video individuals or groups participating in library-sponsored activities. These photos, digital reproductions, or videos, as well as participants' quoted or recorded statements and/or names, may be used for promotions, advertisements, publicity, and other purposes including flyers, newspapers, and websites. Participants authorize having photographs or videos taken and used for the aforementioned purposes. Any patron who does not wish to have his or her, or his or her child's, photograph or video used must notify library staff.

Request for Reconsideration of Materials

The Chambers County Library welcomes comments and suggestions regarding the continued appropriateness of materials in the collection. Suggestions will be considered and utilized by the Library in the ongoing process of collection development.
Individuals may take issue with library materials that do not support their tastes and views. Staff is available to discuss concerns and identify alternate materials that may be available. If a patron’s concern is not satisfied through discussion with staff, a formal, written request for reconsideration of materials may be submitted to the County Librarian. Copies of this form are available at the circulation desk.
For a request for reconsideration to be considered, the form must be completed in full. The patron submitting the request must hold a valid borrower’s card. The County Librarian will respond, in writing within 30 days of receipt, to the patron’s request for reconsideration. A reply will be sent to you, and a copy given to the Chambers County Library Advisory Board members. The response will indicate the action to be taken and reasons for or against the request. An item will only be evaluated for reconsideration once in a twelve-month period. Thank you for your interest and concern.

Chambers County Library System
Request for Reconsideration of Library Materials

Please list below the details behind your request for reconsideration. Use additional paper as needed.
Please return the completed form to your library or branch, or mail to:

Valerie Jensen, County Librarian
Chambers County Library System
P.O.Box 520, Anahuac Tx 77514

Library system staff will prepare a complete written re-evaluation of the material in question, and respond in light of established policies, within a set time limit. (Please see the timeline below). A reply will be sent to you, and a copy given to the Chambers County Library Advisory Board members. Thank you for your interest and concern.

1. Name of branch where material is located:

2. Title of item of concern:

3. Author (if any): Call number:

4. Please indicate the nature of your concern about this item. Cite examples and pages as appropriate. What do you feel might be the result of reading this book?

5. What changes would you recommend concerning this item? What action would you like to see taken by the library staff?

6. Have you spoken to any staff members about this item prior to this request? If you can give us the staff member’s name, it would be appreciated.

7. What brought this book to your attention? Do you have a magazine review, a news article, or information from an organization that would provide background on your concern? Please list your sources or attach copies, if available.

Please print the following information for an accurate and timely reply:

Request initiated by:

Library card number:

Telephone number:

Mailing address:

Date of request for reconsideration:

Date of staff mailing of reviews, etc.: (within two weeks of complaint)

Date of reply by patron:

Date of Library Advisory Board Meeting where item receives consideration:
(Board meets quarterly, 2nd Tuesdays of February, May, August, November)

Date of reply to patron with Board decision. (within one week of Board meeting)

Revised, CC Library Advisory Board, November, 2007