STAFF OPERATIONS MANUAL
1. Most books (and some audiocassettes at
2. Audiocassettes are checked out for 14
days and may also be renewed twice.
3. Some new books and other materials (such
as magazines, encyclopedias, and books by extremely popular authors or on
popular topics) that are in demand may be checked out for 7 days. High-demand
reserved best sellers longer than 300 pages may be checked out for 14 days. 7
or 14-DAY status will be indicated on the pocket of the material (with the
exception of magazines and vertical file items, which always remain 7
4. Videos are checked out for 2 days and may
be renewed 1 time. There is a limit of 5 videos per household. They must be
returned to the library from which they were borrowed.
5. To borrow videos, the patron must be at
least 18* and use his/her own library card. *Video loan privileges have been
extended to YA patrons, who are 13-17 year olds and have parental permission to
check out videos. (The parent or guardian must sign the back of the YA
application card for the parental permission to be official). The library
cards of patrons borrowing videos must be marked in some fashion to indicate
the patron has been informed of the rules for borrowing videos.
6. Some high-demand items or equipment may
require a refundable deposit for the item before being checked out (Examples:
28 day items
.10 per item per day
7 or 14 day items
.25 per item per day
Interlibrary loan materials
.50 per item per day
1.00 per video (or video set) per day
10.00 or the cost of the video
Videos returned in bookdrop
1.00 per video
Film, Slide, & Overhead Projectors, Video players**
5.00 per hour (or part there of)
**A $10.00 deposit is required to borrow a
Video Player. The deposit is refunded upon the timely return of the
How to handle an Overdue Item that the Patron Says He Has Returned: First, check the shelf to make sure that the item has not been reshelved without having been checked-in. Then make sure that it has not been set aside for mending or some other unusual purpose. If the item is not found in the library, the item should be listed as "Claims Returned" on the patron's record. To do this:
Ø Enter the patron's name or barcode number to pull up his/her record
Ø Type .L to bring up a list of the items the patron currently has checked-out.
Ø Type CR and the item number to change the status to Claims Returned.
Ø Type "prt" after the change has been made to print a copy of the screen.
Ø Give this copy to the head of circulation or her designe, who will continue looking for the item.
If in the future the book is found, a
message "Claims Returned Recovered" will appear on the patron's
record. Please inform the patron that the item has been found, and then DELETE
Check-in Notes: Always be sure to delete Check-In Notes, or they will remain with the item FOREVER. If you see a Check-in Note while you are checking in items, please put the item aside to delete the note. Here is how:
Ø From Cataloging>Update Bibliographic Record>Search>By Barcode, scan in the item barcode to bring up the record.
Ø Enter S to select
Ø Enter H for holdings
Ø Enter the line number for the item (it should have a star beside it)
Ø Enter 11 to go the Check-in Note area of the Holdings record
Ø Type .E and enter to erase the message
Ø Type F to file and you are finished.
OTHER LENDING NOTES OF IMPORTANCE:
Þ 7 & 14-day materials may not be intralibrary loaned, except 14-day audio-cassettes.
Þ The use of the library and/or its services may be denied for due cause. Such cause may be failure to return books or to pay penalties, destruction of library property, disturbance of other patrons, or any other objectionable conduct on the library premises.
Þ Senior citizens (60 and older) are not charged fines but will be charged for lost materials or damages.
ÞLate fees are not charged if a deceased patron's family returns borrowed materials.
Þ Patrons may renew an item by phone, without having to bring the item in to the library.
After an item is overdue for more than 180
days, it will be counted lost and the patron will be billed for the item.
When a damaged item is returned to the library, type .dm at the check in prompt before checking the item in to indicate that the item has been damaged.
1. Patrons will be charged for items that they have borrowed and lost or damaged beyond repair. Replacement costs include the price of the item plus an additional $2.00 processing fee. If a lost item is found and returned during the fiscal year that it was lost, the cost may be refunded minus the $2.00 processing fee owed at the time of payment.
2. When an item is damaged but can be repaired, the responsible patron will be charged on the basis of the damage. Please consult a supervisor for assistance. Damage fees are usually charged in $1.00 increments.
of the complexity of the refund process, patrons who have lost materials are
requested to wait six months before paying for materials, if there is any
chance of the materials might be found.
** Loss of
materials by fire is a hardship the
1. Any fine or fee collected should be recorded on the daily collection sheet in the appropriate column (COPIES, FINES, LOST BOOKS, OTHER) and initialed by the person collecting the fine or fee.
2. Any fine or fee of $1.00 or more requires that a receipt, signed by the collecting library staff member, be given to the patron.
3. Any change due the patron should be taken from money designated for that purpose (previously collected fine money, for example) to avoid later problems in balancing accounts.
4. Be sure all records of fines or lost materials are cleared when the patron pays for them to ensure he/she is not charged twice for the same thing.
or problems that cannot be solved by the individual staff member should be
referred to the supervisor or the staff member in charge of circulation and overdues.
1. A patron with materials overdue will be called by the Electronic Notification System (aka ENS) when materials have been overdue for 3 days and then again if items have not been returned by 7 days. An overdue notice will be generated within 10 days after material becomes overdue.
2. A second notice will be sent within 20 days after the first notice.
3. Legal action may be taken in the form of either a civil or criminal complaint when deemed necessary by the librarian and the director.
Notification of overdue materials is a courtesy extended by the library system
to patrons. Whether or not a notice is sent for overdue materials, the
patron remains ultimately responsible for the safe return of library materials.
1. Fees for the use of the fax machine are deposited with the copier money, but unlike copier money, a receipt is written.
2. Fees for sending or receiving fax are the same: $1.00 per page. There is no charge for the library cover sheet, which is always included.
3. If the patron's copy is not dark or clear enough to fax well, the staff member can copy the document on the copier to enhance the quality at no additional charge.
4. The library system does not charge other county departments or other libraries to send or receive faxes.
5. Overseas faxes are $5.00 per sheet.
1. Adequate change ($30) should be available to provide for patrons' needs.
2. Alert a supervisor if more change is needed.
3. Staff members who count the daily fines and copier monies should trade out the small bills and coins to the "change cash" to ensure that enough change is available.
sending a patron out for change if possible.
library cards are FREE! Replacement cards may be purchased for $3.00.
and school-age children need to sign their own names. This should be a
full name: first, middle or maiden, and last. If help is needed in filling out
the rest of the registration card, it is permissible once the applicant has
signed the card. The information must be legible.
security number is requested on the patron registration form, the library cannot
require this information.
** Patrons are limited to two items the first time they check out. One of those two items may be a video if the patron has agreed to the rules governing the use of videos.
Davidson residents may give a friend or relative as a reference as long
as the reference has a different Davidson County address and phone number.
If a new
patron gives a P. O. Box as a mailing address, a street address is also
required to establish a record of his/her physical residence.
library cards are issued to children who are 2 to 5 years old. The card is to
be issued in the child's name. The parent may fill out the registration card
for the child. A reference, someone who lives in Davidson County not at the
address of the applicant, is still required.
will be limited to 10 Easy books or kits at any time. This is all each child
will be able to borrow on his/her card at any time. It cannot be used to borrow
any other type of item. The parent may choose to check out additional materials
using his/her own card.
Each card will be issued for five years. But when the child turns 6
years old, the patron information should be updated and borrowing privileges
For younger children who come in with a grandparent, neighbor or babysitter to get a library card: If the staff member is suspicious, call the child’s parent for example if a neighbor brings them in to get a card. Get a verbal OK over the phone. The responsible adult will put down the parent’s name and sign their name (responsible adult) underneath. Staff member should ask parent’s Driver’s License over the phoneor have the parent call back or come in with the information.
need to sign their own names. This should be a full name: first, middle, and
last. If help is needed in filling out the rest of the registration card, it is
permissible once the child has signed the card. The information must be
under 13 must have a parent's or guardian's signature and driver's license
should put the name of their school and their grade. [Children are verifying
their addresses when they give the name of their Davidson County/city
reference, students may use a teacher or principal or an adult neighbor or
friend. Both first and last names are required (not Mr. Smith, but Mr. John
under the age of 13 are not allowed to check out videos.
patrons (13-17 years of age) are now allowed to check out videos (except those
rated R) with parental permission. Parent/guardian must sign the permission
statement on the back of the registration card.
spirit of the freedom of information, patrons who live outside of
members must write their initials (in pencil) on each registration card they
type AND TYPE THEM IN THE NOTES AREA OF THE PATRON RECORD, regardless of
whether it is for a new, renewal, replacement or out-of-county library card
interest of serving all patrons who may need the services of the library but
are not able to fulfill the residency requirements, three new patron categories
have been created: TR (transient), TRJ (transient juvenile), TYA (transient
young adult). A person who has no permanent residence is categorized as a
Transient patron. This person is allowed to check out 5 items at a time. *This
category includes children in foster homes and institutional homes.
Enter PATRON ID : *** NEW ADDITION ***
1 BARCODE 1/
3 STREET 1/
5 ZIP CODE
6 HOME PHONE
7 WORK PHONE 1/
8 PATRON LOAN TYPE
9 STAT CLASS 1/
* AGENCY TPL
11 ADD/MOD/EXP 1/
12 NOTES 1/
13 DRIVERS LICENSE #
14 SSN #
15 LOCAL CARD #
=== more data ===
Enter PATRON ID : *** NEW ADDITION ***
1 BARCODE 1/ barcode number by scanning or by manual entry
2/ This is a multivalue field once one field is filled (1/) and entered the next field pops up to be filled. This field entry means that you can enter more than one line of information and the lines will not show on the screen until you press the ENTER/RETURN key twice after the last entry in this multivalue field. You should note that at the bottom of the screen where you are typing the line number "1/, 2/, etc." will appear.
2 NAME LAST, FIRST MIDDLE/MAIDEN (All three names should be typed out, use NMN if there is no middle name.
3 STREET 1/House no. and street name. If address is PO box, use POB and enter in the second multivalue field. Always enter street address in the first multivalue field. Always get the home address, especially for those with POB.
4 CITY/STATE Type "/" to get screen for abbreviations for this field. Most common: LEX, TVL, HP, WS, etc.
5 ZIP CODE Type correct zip code from patron information.
6 HOME PHONE Home phone number preceded by area code. Enter without dashes or spaces.
7 WORK PHONE 1/ Enter without dashes or spaces. This is a multivalue field in case the patron has more than one workplace.
8 PATRON LOAN TYPE Type "/" to get list of different types. Be sure to enter OC(out of county) here for patrons who live in another county, whether they work here, own property (card is free) or they have purchased a card.
9 STAT CLASS 1/ Multivalue field for different statistical classes. For senior citizens enter data in two fields 1st-SC and 2nd AD. For all patrons entered as Juvenile (JV) in the patron loan type field above, enter JV1, JV2, JV3 according to grade level. SS for Smart Start which includes all children 2yrs to 6yrs. of age.
* AGENCY TPL (automatic field)
11 ADD/MOD/EXP 1/ Looks like a multiple field but we enter only the expiration date for children and for all Out of County cards. No expiration dates for Senior Citizens or Adults.
12 NOTES 1/ Allows staff to enter information such as old card nos
13 DRIVERS LICENSE # Adult patron - enter the patron's driver's license number or if it is only an ID, type "ID" followed by the number. Child - enter DL# of parent or guardian.
14 SSN # Type the social security number of the patron getting the card. Do not use the parent's social security number for a child.
15 LOCAL CARD # the card number embossed on the card, preceded by D, L, T, or N. For example - T383.
16 GUARDIAN Parent's or guardian's name.
17 PIN Personal Identification Number, may be established at some later date and be used
when we have dial-up access or to secure a patron's record.
Please be sure to use the original record
when you replace a lost card. Do not create a new record. In the original
record be sure to change the barcode and card # as well as other information.
In the "Notes" area type the old library card number. Occasionally
you will find two records for the same patron. Be sure you keep the most
current record and delete the older duplicate record.
Other Dynix Quirks & Procedure problems we have noticed.
Make sure that all materials checked in before they are reshelved. Keep an eye on the screen as you check in to make sure that the check in process in "successful."
LOST LIBRARY CARDS
If a patron has lost his/her library card,
he/she must pay $3.00 for a new card and fill out a new registration card. This
remains true even if the original card was issued at another library in the
The attending staff person should list the
old library card number in the Notes field of the patron record. Both the old
and new registration cards should be kept together until the corrected online
records are double-checked.
*If a patron brings in a police report
stating that his/her purse or wallet has been stolen, there will be no charge
Smart Start, Juvenile, and Young Adult cards
are renewed for 5 years on or after the date they expire. Transient cards must
be renewed every 6 months to remain active. Adult cards (including Senior
Citizen and Staff cards) are good indefinitely and need not be renewed.
*The computer system automatically brings up
the registration record for review annually (or the first time the card is used
within a year). When this happens, the patron's record will pop up when the
card is scanned. The attending staff person should verify the information
(address, phone number, work number, grade for children) in the record with the
patron to make sure that it is still accurate.
If a card is worn or cracked from normal
use, the card can be replaced free of charge. When such a new card is issued,
the old library card, the old registration card, and the new registration card
should be attached together.
If a patron has changed names or address
before the library card has expired, have them fill out a new registration
card. Give them a new address label and change the patron record, but do not change the expiration date (if any) on the library
card or registration card.
A change of address can be handled at any
branch, regardless of which library issued the card.
In order to check out audiovisual equipment, patrons must first fill out an Equipment Loan Contract. The following is a copy of the form given to patrons:
1. Equipment, as with the meeting rooms,
may be reserved no more than a month in advance by the general public.
(High-demand equipment such as video cassette players may be reserved no more
than a week in advance).
2. Patrons wishing to borrow equipment
should have an established library card in their own name.
3. The borrower must be at least 18 years
4. Dates and times for checking out and
returning equipment should be determined in advance by the library.
5, A deposit will be required for videocassette
players/recorders. The deposit will be refunded in full upon the prompt
return of the equipment. Unauthorized delays in return of VCRs will result in
a loss of the deposit plus possible fines.
Audio-Visual Equipment and Materials Agreement
(To Be Completed by Staff Member and Patron)
PATRON'S NAME ___________________________________
LIBRARY CARD NUMBER ___________________________________
GROUP REPRESENTED ___________________________________
DRIVER'S LICENSE NUMBER ___________________________________
TYPE A-V EQUIPMENT OR MATERIAL ______________________________
DATE BORROWED ___________________________________
DATE AND HOUR DUE
I hereby agree to:
1. Use equipment in good
repair and have a competent person in charge of the equipment
2. Pay postage for each film booked.
3. Return equipment and/or materials on
the date designated by the
4. Pay overdue fines on $.50 per hour
or $2.50 per day for each 16 mm film, filmstrip, cassette, and/or slides.
5. Pay $1.50 for each 16mm film or
video booked and not used. The library will exercise
judgment and omit fines when circumstances beyond the control of borrower
prevent use of film or video.
6. Report number of showings and size
of audience for each showing or use of materials.
7. Report any damage or break in the
films, videos, filmstrips, cassettes, and/or slides.
8. Since films and materials are
inspected and repaired between use by the Davidson County Libraries and the
(TO BE COMPLETED BY PATRON)
I UNDERSTAND THAT I AM RESPONSIBLE FOR
ALL A-V EQUIPMENT AND MATERIALS BORROWED FROM THE
EQUIPMENT AND MATERIALS COVERED BY THIS AGREEMENT:
DCPL/02/82 (REVISED 09/94 & 09/98)
A copy of the following
rules should be posted in the library. The Policy may be sent home to the
parents of children, who have had recurring problems obeying library rules.
CHILDREN IN THE LIBRARY
Davidson County Public
are responsible for the conduct of their minor children in the library,
whether or not they accompany them. Nonreading
children (under the age of six) must be accompanied and supervised by an
adult. The library has neither the staff nor authority to supervise
unattended children, and cannot be responsible for accidents that happen to
THIRTY MINUTE POLICY
left unattended for long periods of time in the library often develop
behavior problems. Reading children (six years of age and older) may remain
in the library unattended for thirty minutes. If after thirty minutes, they
are not using the library effectively (see note below), they will be asked to
return to their parents elsewhere in the library. If parents are not in the
library, they will be asked to remain in an area where they will not disturb
other patrons until their parents are located.
PLEASE NOTE--Effective use of the library involves use of library materials including:
books, recordings, cassettes, films, filmstrips, magazines and other print
or audio-visual material, and computers (for those children 10 years old and
UNATTENDED CHILDREN AT CLOSING
unattended children will be alerted before closing time (about 15 minutes) to
contact their parent and/or their rides so they will be picked up at or
before closing time.
If upon leaving, the staff notices any unattended child, they will verify that the child has contacted their parent or a ride. If after 15 minutes of closing the library, the child's parent or ride has not arrived, the staff will refer the unattended child to the Police Department if the parent cannot be located.
PLEASE DO NOT:
- Talk in tones louder than the general
- Consume food or beverages
- Smoke inside the library
- Sleep in the library (occasional dozing while using the library is allowed)
- Leave Children unattended (refer to
Children in the
- Enter with bare feet or without a shirt
- Willfully destroy or damage library
- Sit on tables or desks
- Rearrange any library furniture or equipment
- Harass patrons or library personnel. (See the following section on harassment). When in the view of the library staff members a situation is extremely threatening, the police will be summoned immediately
- Fight. Violence in the library will not be tolerated. Police will be summoned as needed
- Use obscene or abusive language
- Engage in any illegal behavior
- Solicit or sell anything
- Distribute leaflets or post notices not
authorized by the
- Bring animals other than lead dogs into
- Use audio-visual equipment without
Those persons who violate these rules may be asked to leave. Those refusing to do
so are subject to arrest under the trespass laws of the General Statutes of North
under certain conditions.
If a patron harasses a staff member or other patron here in the library, you should:
If you feel in immediate danger, do not confront the person, get out of the situation, (if possible), and immediately call the police.
If a patron harasses a staff member over
the telephone, the incident should be reportedimmediately
to the supervisor in charge.
Always inform your supervisor if you
have experienced any sort of harassing situation.
1. Teachers are not limited to the normal
three books on a subject. They may borrow more to supplement the classroom
collection to teach a special unit. The only limitation here is the degree to
which these materials may be in demand and number of students in the class.
For example, we would limit the number of science project books checked out
during "science fair season." [There is a general limit of 10 items
per subject due to the size of the library collection].
2. The library staff will reserve and set
aside materials for special projects when notified. In past years, we have
set aside materials for ecology,
3. The library maintains a selection of
reading lists filed according to school and teacher. If we know in advance
that a book is going to be required reading in a class, we will make every
effort to acquire at least one copy of the book for our collection. We will
also shorten the loan period to seven days to ensure that more students have
the opportunity to read it.
4. The library can request films and
videos from the state library film service. This requires a three-week
booking notice and postage to and from
TEACHERS CAN HELP THE LIBRARY BETTER SERVE STUDENTS
1. Avoid mass assignments where all your
students need the same books at the same time. We know this is not always possible,
but if you notify us in advance, we will reserve these materials and shorten
the loan period as needed.
2. Send the library a copy of your
required reading list.
3. Accept photocopies of articles and
pictures rather than requiring an original.
4. If you are not sure that the library
will have the resources your students will need to complete an assignment
please call and ask. We will help and accommodate you in any way we can.
5. If you have a question or problem that cannot be answered in your media center, contact us or ask your media coordinator.
Your student, _____________________________________________,
came to the
__________________ library today. We
regret that we are unable to fill the request for
____ All circulating materials on this subject
are checked out.
____ The materials that you assigned are
reference only and must be used in the library.
____ This is a small library with limited
resources. The student has been referred to the Headquarters
____ Clarification of the assignment is needed.
We are proud to serve you and strive to do our best to meet your needs
and the needs of your students. Please feel free to call or mail the attached
form to us prior to research assignments so that we can prepare by collecting
materials and restricting their circulation period. Thank you and have a great
For your convenienceAssignment Alert
makes your public library aware of when you and your students will need
materials for research assignments and large class assignments. Please stop by
the library or call if you need more copies of this form or have questions.
School Phone Number:_______________________________
Home Phone Number___________
Are there any required materials?_______________________________________________
May we suggest alternative titles to your students? Yes No
Are there any restrictions on the types of materials used? (example - no encyclopedias)
Starting date of assignment:______________Date Due:___________ Size of Class_____
Could you suggest one or two titles that would best fulfill this
At least one week's notice is appreciated.
Thank you for your cooperation.
ü Service to the Public is our Number 1 priority over all other library duties.
ü The library is comparable to a retail store. We are here to serve the public. If the public is not satisfied, they do not have to return.
ü The library staff must respect and serve the public who pay our salaries through county taxes.
ü Be careful not to even give the appearance of not giving the patron good service. If library staff members are talking (even about library business), be sure to stop the conversation to help the patron. The same applies to phone conversations. Call the patron back or put them on hold to serve the public in the library.
ü Avoid making patrons wait
ü Work together.
b. Be sure desks are covered when taking breaks and lunch. Wait if necessary to ensure that they are.
c. Build teamwork and help each other out. Work out problems without recriminations and accusations.
d. Do not discriminate against other staff members.
ü Maintain clean workspaces and get rid of clutter and excess baggage.
ü Remember the work and the mission of library service should be the primary concern of staff during work hours. Help create an atmosphere conducive to good services.
ü Never tell a patron that we do not have something. Tell them we will try to locate the information or book from another source. If you are unsure about how to find something, refer the patron to someone with more experience with reference or call another library for assistance.
ü Always make sure an explanation is given as to why the information or material is not immediately available.
ü Never be abrupt or rude to the public--even if they are so to you.
ü When asking the patron for information always ask politely and give an explanation if asked. Do not only say that it is "just policy." Ask for assistance from a supervisor if necessary.
ü Disengage politely from
extended conversations with patrons, family, or friends. Arrange for extended visits during breaks, lunch or
1. If the item that a patron requests is checked out, offer to place a hold on the item.
2. When reserve requests number more than seven, an additional copy should be
acquired as the budget allows.
3. When reserved materials are returned, the ENS machine will call the next reserve in the holds list.
4. Called reserves will be held no longer than 3 working days. If not picked up, the next reserve will be called and the previous reserve cancelled.
5. Reserves are contacted in chronological order of request.
6. Reserves may be shuffled when needed to
accommodate a justifiable need.
1. When assisting patrons with reference needs, staff members should be approachable, interested, and willing to listen to the needs of the patron.
2. The staff member should both clarify and verify the patron's request through open-ended questions that allow the patron to explain and amplify the question.
3. The staff member should be able to find the information needed quickly and efficiently. If an answer is not found in 3-5 minutes, the staff member should seek assistance either from another staff member or another library if no answer can be located within one's own library.
4. Be sure to verify that you have found the exact information requested and cite your source (especially over the telephone).
5. If a telephone reference question cannot
be answered quickly while the patron waits, request the patron's phone number
and call back within an agreed upon time-frame.
Items of Note:
A. Remember that 80% of all reference questions can be answered using 20% of the collection.
B. Primary resources
for many reference questions are encyclopedias, almanacs, and dictionaries.
1. If the information or material needed by a patron cannot be located within the library system, an interlibrary loan may be required.
2. Before requesting a loan through the main library, every effort should be made to verify as much information as possible about the request.
a. Check bibliographic sources to verify author and title as well as publisher, copyright and ISBN where possible.
b. Quote the source of your information when contacting headquarters.
c. Certain materials are not available for interlibrary loan: books published
within the last six months, best sellers, some fiction and juvenile titles, reference materials.
3. The patron should already have a library card and a record in good standing with the library.
4. Patrons are asked to pay $2.00 for postage to mail the item back and forth. This should be explained to the patron before the loan is requested and is payable upon receipt of the requested loan.
5. Loans are due back at each Davidson
6. Patrons should be aware of possible charges and approximate amounts when requesting photocopies.
Observed Specific Question/Statement
(check) (write verbatim)
Makes eye contact ______
Gives friendly greeting ______
Is at eye level ______
Speaks in relaxed tone ______
Goes with patron ______
Maintains eye contact ______
Makes attentive comments ______
Gives full attention ______
Does not interrupt ______
Paraphrases ______ ______________________
Probes ______ ______________________
Finds answer in 1st source ______
Searches other sources ______
Keeps patron informed ______
Offers referral ______
Speaks clearly ______
Checks if answer understood ______
Cites the source ______
Asks "Does this completely answer your question?"_______
Asks other follow-up question __________________________________
1. If the librarian or a supervisor is available, they should handle a memorial or "in honor" transaction with the donor. Other staff members should be able to accept these donations as needed.
2. The donor should be aware that any donation of less than $20-25 severely limits the kind of item that can be purchased. Most children's books cost approximately $15 and up.
3. The donor should supply the names and addresses of the friend(s) or the relative(s) he wishes notified of the donation. No more than 4 such notifications should be normally accepted per donation.
4. If the donor has a preference for the purpose of the item to be purchased, the staff member should note the preference.
5. Unrestricted donations are encouraged so
the library may use the donation to best serve the needs of the library and its
1. The library reserves the right to accept or reject gifts and donations.
2. Any gift materials may be:
a. processed and added to the library's collection,
b. used to replace worn library copies
c. sent to another library in the system as needed
d. sold to help purchase items needed by the library.
3. Any large items given as gifts such as
works of art must be approved by the library director and/or the library board
before being accepted.
1. All employees should dress in a professional manner to promote a positive image of the library to the public. Tailored-looking clothing is most acceptable. "Clothes do make the man or woman" when you are dealing with the public who are going to judge you on first impressions.
2. Acceptable attire includes:
a a. tailored knee-length shorts when worn with hose, a jacket or vest, and an
b. opaque hose
c. sleeveless "dressy" dresses--not including sundresses or "straplike" dresses that expose the shoulder
d. sleeveless coordinated vest outfits made to wear without blouses
3. Male staff members should wear shirts and pants that promote a professional image. Dress shoes (laced and tied shoes or loafers) and socks are appropriate.
4. Unacceptable attire for both male and female employees includes:
a. sleeveless shirts, dresses, sweaters when worn without a sleeved jacket or sweater over them
b. tee shirts with writing or pictures on them
c. revealing clothing
d. skirts that are too short to be worn when shelving
e. tight stirrup pants unless worn with a dress, long top, jacket or vest
f. tennis shoes, thong sandals, clogs, or any backless shoe which could cause an employee to fall
g. anklet socks and the like
h. blue jeans or jean-like pants
e i. heavy perfumes or colognes
*An exception may be made in footwear (i.e.
tennis shoes) for those staff members with established orthopedic problems.
WEEK: The standard work week for library employees shall consist of five,
7.5 hour days, per week as approved by the
2. SCHEDULE OF WORK: Due to limited staff, in an emergency an employee may be called upon to change his schedule on short notice. The normal workday is scheduled within the hours of and and changes in schedules for any purpose must be approved by the supervisor and director.
3. REST PERIODS AND LUNCH/SUPPER HOURS: A fifteen minute break will be permitted during the morning, during the afternoon, and during the evening hours. Staff members will not be permitted to leave the library buildings for the break, except when granted special permission by the supervisor. It is assumed that staff members will be in the area of the lounge during these breaks, unless the supervisor has been notified to the contrary. Errands should be taken care of at the lunch hour. One hour will be given for lunch and supper at the convenience of the supervisor making the schedule. This time is not included in the 7.5 hours staff members are on duty. BREAKS AND LUNCH PERIODS MAY NOT BE USED TO SHORTEN WORKING HOURS OR COUNTED AS OVERTIME IF NOT TAKEN.
or chronic absence from work, whether for short or long periods of time, is an
expensive and an intolerable situation for the library system, which operates
with a minimum number of employees. Attendance is part of the overall job
performance. Obviously if employees are not at work, they cannot do their jobs.
Attendance is also a true measure of an employee's attitude, dependability, and
efficiency. Poor records in any of these three areas are grounds for dismissal
according to the Davidson County Personnel Resolution. Everyone is expected to
work on schedule, unless the absence is truly unavoidable--doctor's certificate
may be required to make this determination. Each employee's record is unique
and will be treated as such. However, the following factors will be considered
when reviewing an employee's record of absences: frequency of absence, pattern
of absence, tardiness record, and total time absent over a given period of
Sick leave with pay is not
a right which an employee may demand but a privilege granted by the Board of
Commissioners. Sick leave may be taken in fifteeen
(15) minutes increments. An employee may be granted sick leave if the absence
is due to:
(a) Sickness or bodily injury which may prevent an employee from performing his/her regular duties.
(b) Medical/Dental appointments
(c) The actual period of temporary disability caused or contributed to by pregnancy, miscarriage, chidbirth, and recovery therefrom. Since there is no certainty as to when disability begins and ends, a doctor's certificate shall be required verifying the employee's period of temporary disability recognized as sick leave.
(d) Quarantine due to a contagious disease in the employee's immediate family or exposure to a contagious disease when continuous work might jeopardize the health of others.
(e) Death in the employee's immediate family, not to exceed three (3) days, for any one occurrence. Additional leave time, under exceptional circumstances, up to ten (10) may be authorized by the Department Head. Immediate family is defined as wife, husband, mother, father, brother, sister, children, grandparents, grandchildren, plus the various combinations of half, step, in-law, and adopted relationships that can be derived from those named.
(f) Sick leave may also be used when
illness or a medical appointment of an employee's spouse, child, or parent
requires the presence of the employee.
Notification of the desire to take sick leave should be submitted to the employee's Supervisor prior to the leave, or not later than one (1) hour after the beginning of the scheduled workday. Such notice shall include the nature of the absence and the expected duration.
*If an employee is on FMLA and the time
extends beyond the date submitted on the leave form, the supervisor should be
notified of the employee's status daily until another form can be
Effective as of
Leave Forms: All Sick Leave forms must be sent to the administration office the day the employee returns to work. Vacation Request forms must be received prior to the leave being taken.
LEAVE: All leaves will be approved in advance by supervisors and Director.
Taking vacation in hourly bits or by the day will be generally disapproved as
this practice would defeat the idea of a vacation as a time to get away from
the job for several days of rest or a change of scene. Vacations are scheduled,
whenever possible, at the convenience of the staff member. However, the needs
of the library must be given first consideration. Vacations may have to be
rescheduled when the work of the agency requires it.
LEAVE: An employee called for jury duty or as a court witness for the
Federal or State government, or a subdivision thereof, is entitled to a leave
with pay for the period of absence required. He/she is entitled to regular
compensation plus fees received for jury duty (Section 26, p.6.15 of Personnel
Resolution). If the employee is released early, he/she is expected to
return to work.
REQUESTS: must be submitted in advance for any new and/or additional travel
or outreach program that requires additional mileage expense. Travel sheets
should include complete odometer readings, and mileage should be calculated.
*Please note on the travel sheet if you driving a different vehicle than usual.
FOR LEAVE (BOTH SICK AND VACATION): Non-exempt library personnel may
schedule their proposed leave as far ahead as they like within each library.
Supervisors (exempt employees) need to inform the director as far in advance as
possible of expected absences.
If there is a discrepancy on your payroll
check or time sheet and the supervisor cannot correct the problem, library
administration should be contacted first to determine the problem. The payroll
is generated from this office and any changes, discrepancies, or concerns
should be addressed here first. If necessary, library administration will refer
the supervisor to the Personnel or Finance Departments, or administration will
make the contact for the supervisor.
1. ATTENDANCE AT CONFERENCE AND PROFESSIONAL MEETINGS: Staff members will be permitted to attend professional library association meetings and other professional conferences and seminars at library expense when the travel budget allows. Travel requests must be submitted and approved in advance. Preference will be determined by the Director. The basis for selection may be:
Ø Staff position
Ø Individuals holding office or membership in key committees of the associations
Ø Potential benefit that the employee may get from such attendance that may have bearing upon his particular area service in the library system
Ø Reimbursement shall be made to trustees for
attendance at such meetings when commissioned by the
Ø Expenses will be paid for (a) transportation to and from state, regional, or local conferences, seminars, and meetings, (b) meals and hotel accommodations at
AREA: Each library has, at least, a small area where employees may take
rest periods and lunch breaks. Each user is responsible for assisting with
clean-up chores to keep the area in neat order. Current periodicals and
newspapers brought to the lounge area must be returned to the periodical racks
at the end of the break period. A bulletin board or other area for staff
information and announcements is located in the staff area or another location
in the library. All staff members are to refer to this board and be familiar
with information posted there. Announcements of immediate and general concern
will be circulated through supervisors and posted on these boards for later
BOOKS AND MATERIALS: Staff members will have the opportunity to examine new
books for a period of five (5) days in the library before materials are shelved
for circulation. New materials may be examined over a weekend before materials
are placed in circulation and returned to the library the following Monday.
Staff members may place reserves on new materials after they have been
circulated once (or have sat on the shelf for two days).
4.OVERDUE BOOK CHARGES: Staff members are excused from the payment of charges on overdue books
and other materials. Lost books, audiotapes, etc. must be paid for in
the same manner that applies to patrons. Staff members must check out any
materials to be taken from the library. THIS IS ESPECIALLY TRUE OF ANY
UNPROCESSED MATERIALS. These items must be checked out through Technical
Services only on an overnight basis, except in the case where a supervisor must
make a judgment on the appropriateness of a title for a particular library or
the entire system. EXEMPTION FROM OVERDUES MAY NOT BE GRANTED TO FRIENDS OR
RELATIVES OF EMPLOYEES AS A PERSONAL FAVOR.
8.DISCOUNTS: Staff members will be granted the privilege of
purchasing books and recordings at the regular library discount. Some sources
give no discount. These materials must be received by the
9.PERSONAL USE OF COPIERS: When not needed for library purposes or by patrons, members of the
library staff may use copiers for personal or organizational purposes provided
the employee pays the cost. The system must use the receipts from the machines
to pay for the monthly charges, contracted services, and for supplies.
2. Every effort should be made to resolve problems or questions within the local library first.
3. Long or complicated requests should be conveyed in writing via fax or courier rather than by phone.
4. Make any requests for information by phone short and to the point.
5. Office supply orders, printing requests, and postage requests should be relayed to library administration by the third Thursday of each month.
6. Supervisors should be sure that
administration is aware of any change of address by employees.
1. Monthly reports should be turned in no later than the 5th of the month. If the date falls on a holiday or weekend, reports should be turned in by the next working day.
2. Book orders for the next month should be turned in by the 15th of the month. If the date falls on a holiday or weekend, orders should be turned in by the next working day.
10. Gaylord or
Patrons who display items in the library
must complete a Display Contract. Typically, items are on display for one
month, and reserves may be made in advance. The following is a copy of the
Date of Contract______________________
DATE AND TIME FOR SET-UP:
DATE AND TIME FOR REMOVAL:
POLICIES FOR USE OF DISPLAY CASE
1. Exhibits pertaining to library programs
have first priority.
2. Exhibits should be non-profit, in the
public interest, and/or relating to library materials.
3. Exhibitors may not charge fees for
4. Exhibitors will be responsible for
damage that is caused by the exhibit to the building and/or its equipment.
5. All exhibits will be secured in a
locked display case when possible.
6. Exhibits should not be left longer than
one month except by agreement with the library. Exhibits should be dismantled
and picked up on the date agreed upon.
7. Exhibitor is responsible for setting up
and taking down display.
8. Expensive or irreplaceable items are
not eligible for exhibit.
9. Staff is responsible for moving glass
COMPUTER USE POLICY
All library patrons are allowed to use the
online catalog. However, there are specific rules governing the use of other
computers in the library. Patrons must read the rules and agree to abide by
them by signing a sign-up sheet prior to using a computer. The following is a
copy of the rules that patrons must read:
All users of the public access computers
in the Davidson County Public
1. The computers are for use by anyone at
no charge, during regular library hours. Children under the age of five
must be accompanied by an adult at the computer.
2. Reserving Computer Time for word processing, spreadsheets, resumes, etc.:
a. The computer may be reserved for 1 hour intervals up to 2 hours per day per person, unless no one is waiting.
b. Computer time may be reserved one day in advance. (An exception is made for reserving times on Monday which may be scheduled on the preceding Friday or Saturday).
c. Users with appointments will take precedence over walk-ins.
d. Those who are more than ten minutes late for their reserved time for using a computer may lose their place to walk-in users.
e. Users must have some knowledge of how
to use a computer and wordprocessing.
2. Use of the Computer with multimedia or other educational software:
a. The computer may be reserved and used for 15 minute intervals up to 30 minutes per day, unless no one is waiting.
b. Computer time may be reserved one day in advance. (An exception is made for reserving times on Monday, which may be scheduled on Friday or Saturday.)
c. Users with appointments will take precedence over walk-ins.
d. Computer users who are more than ten minutes late for a reserved time may lose their scheduled times to walk-in users.
e. Users must request and sign for one CD at a time with a library staff member.
f. Each user is responsible for ensuring
that each CD is returned to a library staff member who will note the
2. Computer Care:
a. New users must have a brief orientation or demonstrate to the staff that they can use the computer correctly.
b. Users must check-in at the desk where the computer is located before beginning their computing session and must check out, returning any borrowed software (or CDs), when finished.
c. A user who borrows software (or CDs)
from the library, accepts responsibility for the
item while in his possession.
d. A user who brings his own software program to run on the computer must be able to run it from his or her floppy disk and be able to ensure that it is virus-free. The library staff must check all disks must be scanned for viruses before they are used. The program cannot be copied onto the hard disk to run.
e. Diskettes are available for purchase at the Reference Desk for $1.00 each. Please do not save anything to the hard drive.
f. Users are expressly FORBIDDEN to copy library-owned commercial software. The library will make every effort to abide by copyright restrictions in the use of software. Patrons violating this rule will lose their computer use privileges.
g. No arcade-type games (like Solitaire and others available in the Microsoft Entertainment pack) will be allowed at any time.
h. Only the scheduled user and one other person are permitted at the computer at one time.
There will be a charge of 20 cents per page for black and white or color printouts.
3. YOUR COMPLIANCE WITH THE ABOVE RULES IS
REQUIRED TO INSURE CONTINUATION OF COMPUTER PRIVILEGES.
I have read the above rules and accept the conditions for the use of the library computer.
All users of the Davidson
**Computer time may be reserved no more than one day in advance. (An exception is made for reserving time on Monday which may be scheduled on the preceding Friday or Saturday.) Persons who reserve time and do not appear within fifteen minutes of their scheduled time, forfeit the reservation.Guidelines for Responsible Use
Users of the in Internet shall:
1.Access only information for educational or informational purposes.
2.Avoid sending, receiving, displaying text, files, or images of any type that are obscene, offensive, or disruptive.
3.Obey laws and regulations regarding copyright and software license.
· soliciting and advertising,
· profiting from activities,
· writing chain letters,
· using Internet relay chats (IRCs) for any form of conversation,
· propagating computer viruses,
· using the library's connection for purposes of libel, slander, harassment, or any illegal activity.
· Download only onto the user's personal floppy disk, formatted for an IBM PC compatible, if saving files.
· Pay $.20 per page for all print outs.
· Have up to one hour on the Internet if others are waiting or may have up to 2 hours at the most, if no one is waiting. To maximize availability of the Internet for all users, each individual is limited to a total of 2 hours per day, unless no one is waiting.
· Acknowledge that library assumes no liability for any loss or damage to the user's data or for any damage or injury arising from invasion of privacy in the user's account, programs, or files.
· Recognize that the library has no control over Internet resources and that the information may or may not be reliable and current or unavailable at times. Some material may be offensive, explicit, contain strong language and/or violence.
· Not send or receive
e-mail via the
· Understand that misuse of the computer or Internet access will result in the loss of user's computer privileges.
· Sign in with a library staff member and have the staff member initiate and terminate the Internet connection.
If a child is in the custodial care of a social worker/house parent/authority figure, then this responsible adult must sign for the child (11-up) for Internet use. Do not call for Internet permission as a rule, since we want the parent or guardian to read the rules with the child. Children under the age of 11 need an adult (someone 18 or older)to use the computer with them.
As the parent or legal guardian of the minor
child named below, I have read, understand and accept the rules
governing the use of the library's Internet connection. I understand that some
sites on the Internet may be objectionable, but I accept responsibility and
consent to my child age eleven to fifteen to use the Internet independently. I
agree to accompany my child ten and under or allow my child to use the Internet
with the adult who accompanies him/her to the library.
Child's Name______________________________________Date of Birth___________
Parent's Driver's License Number__________________________________________
Phone Number ________________________________________________________
Parents of eleven to fifteen year old children:
Please note that your
signature on this permission slip gives your child your permission to use the
library's Internet connection at any time in the future whether you accompany
your child or not. Children age 11 to 15 without this permission agreement will
not be allowed to use the Internet computers unless he/she is accompanied by an
adult at the computer.
Individuals or groups interested in using
library facilities for meetings must read the policy governing use of meeting
rooms and fill out a Meeting Room Contract. The following is a copy of the
policy and the contract.
The Davidson County Public
The library meeting rooms are available
for other public gatherings of a civic, cultural, or educational character,
but not for social gatherings, entertainments, dramatic
presentations, money-raising or commercial purposes. These meeting rooms may
be reserved for meeting where fees are charged ONLY if the libraries sponsor
such meetings or an approved non-profit educational group or institution for
short-term classes, institutes, discussion groups and forums.
Rooms are not available for meeting of
social, political, partisan, or religious purposes; for the benefit of
private individuals or commercial concerns; for the presentation of one side
only of controversial matters; or when in the judgment of the director any
disorder may be likely to occur. The rooms may not be reserved for
denominational groups. Exception is made when committees or associations affiliated
with more than one church are involved.
Established nonpartisan organizations
which do not endorse individual candidates or parties may be allowed, with
the approval of the director, to conduct meetings in the library buildings at
which current elections issues will be discussed by the candidates for public
office, if all candidates for the same office shall have been invited and a
majority of such candidates are to appear on the program. Any program in
which non-candidates discuss current issues to be voted upon shall include
reasonable and thoughtful presentations of differing views. It is understood
that the public shall be welcome at all meetings of this nature. The fact
that a group is permitted to meet at the public library does not in any way
constitute an endorsement of the group's policies or beliefs.
THE FOLLOWING REGULATIONS MUST BE OBSERVED IN USING LIBRARY
2. Non-library sponsored meetings may only
be scheduled one month before the proposed meeting date. The library will try
to notify the contact person for the concerned group in advance if any
changes in room scheduling are necessary.
3. The meeting rooms may be used only during
the hours the library is open. Exceptions for educational, civic, and
cultural programs may be made at the discretion of the head librarians. When
said exceptions are made, a minimum of ten (10) persons is required to
warrant the expense of operating the facility.
4. No fees, dues, or donations may be charged or solicited by the user for any program or exhibit. All programs and exhibits shall be free.
5. Programs and exhibits may not disrupt the use of the library by others. Persons attending the meeting are subject to all library rules and regulations.
A. Meeting participants should be aware that noise levels should be kept to a minimum, especially in the public areas of the library.
B. Parents are responsible for the
behavior of their children. See policy on "Children in the
7. No additional furniture or equipment
other than that furnished in the meeting room by the library is to be used
without library approval. If approval is given for use of additional
furniture or equipment it must be removed at the end of the meeting. All
library meeting room furniture should be returned to its proper place.
8. Tape, thumbtacks, and nails may not be
used on the walls of the meeting and conference rooms.
9. All requests for use of the meeting
rooms will be submitted on Form #DCPL 03 (see appendix) to the head of the
library in which the meeting room is located and updated annually. Forms may
be obtained at individual libraries in the county.
10. The contact person for each
organization is responsible for ensuring that each member of his or her group
is aware of and abides by these regulations.
11. The contact person agrees to notify a
library staff member of the number of persons who attend the scheduled
12. Granting of permission to use the
library facilities does not constitute an endorsement by the library staff or
board of trustees.
RESERVATION FOR USE OF LIBRARY MEETING ROOMS
the name of the ____________________________________________
I am applying for the use of the meeting room in the ___________________
and hour of meeting______________________________.
Nature of the meeting__________________________________________
of person responsible for arrangements (contact person):
Purpose and function of the organization (please be specific)
Bare feet, 16
Book orders, 29
CHANGE OF ADDRESS, 12
Check-in notes 5
CIVIL LEAVE, 27
Claims Returned 5
COLLECTING AND RECORDING FINES AND FEES, 6
Computer Care, 32
COMPUTER USE POLICY, 31-32
Customer Service, 21
Daily collection sheet, 6
Damaged items, 6
Deceased patrons, 6
Deposits for materials, 4
Deposits for equipment, 5
Display contract, 30
DRESS CODE, 24
Dynix "How to"s
Dynix Quirks, 11
EQUIPMENT RESERVATIONS, 13
Fine Rate, 4-5
Fines, 4, 5, 6, 7, 13, 14
Harassment, 16, 17
HONOR BOOKS, 24
Illegal behavior, 16, 33
Internet Use Policy, 33
INTERLIBRARY LOANS, 22
Intralibrary loans, 5
LENDING PERIODS, 4
LIBRARY CARD RENEWAL, 12
LIBRARY DISPLAYS, 29-30
LOST LIBRARY CARDS, 11
Lost materials, 5, 6
LUNCH/SUPPER HOURS, 25
Making up time, 27
MEETING ROOM POLICIES, 34-36
Meeting rooms, 34
MEMORIAL BOOKS, 24
MODEL REFERENCE BEHAVIORS, 23
Monthly reports, 29
New books, 4, 28
NEW LIBRARY CARDS, 8-12
OUT-OF-COUNTY LIBRARY CARDS, 9
OVERDUE & FINE NOTICES, 7
Overseas faxes, 7
POLICY FOR CHILDREN IN THE LIBRARY, 14
Postage, 13, 22
PURGING OVERDUES, 6
Receipts, 6, 7
Reference, 22, 23
Renewing materials, 4, 6
REQUEST FOR LEAVE, 27
Reserves, 12, 21, 31, 33, 36
REST PERIODS, 26
RULES GOVERNING THE USE OF THE LIBRARY, 17
SCHEDULE OF WORK, 26
Senior citizens, 5, 12
SICK LEAVE, 27
STAFF PRIVILEGES, 6, 28-29
Technical services, 29
Telephone renewals, 6
TIME SHEETS, 27
Transient Patrons, 9
TRAVEL REQUESTS, 27
Videos, 4, 5, 9
WORK SCHEDULES, 25
YOUNG ADULTS, 9