VISION, POLICIES, AND BOARD

ART DONATION AND LOAN POLICY AND ART PLACEMENT GUIDELINES

Brigham Young Academy in Provo, Utah was recognized for its key role in the education of thousands of children, young adults, and adults. The Provo City Library (Library) at Academy Square celebrates that contribution by its very name. The Academy was dedicated in 1892 and was in continual use until 1975. The architectural elements of the building represent the eclectic nature of many of Utah’s buildings during this time period. The Academy architecture is called “Victorian eclectic” because it represents a mixture of several late 19th century architectural styles. The new wing of the Library maintains many of the lines and shapes of the original Academy but does so with a contemporary flair.

The permanent art collection at the Library imparts a unique cultural heritage. Citizens of Provo as well as artists, collectors, and benefactors have contributed to the spirit of Provo’s art movement and of the Library. The art collection of the Library documents the visual fine arts that represent the Provo City Library, the Brigham Young Academy and the history of Provo, from past to present. In addition, the collection may also preserve non-Utah art which has relevance to the Provo City history and culture.

The mission statement (1994) of the Provo City Library emphasizes the core belief in the value of information and enrichment. Quality works of art depict and reflect many aspects of the human condition thus providing another medium in which to realize core beliefs. As the Provo City Library mission statement expresses,

“Our mission is to inform, enrich, and empower every person in our community through effective and timely access to a vast array of ideas and information. We exist in order to provide the best in public library service through understanding the needs of our patrons, giving knowledgeable and caring service, and facilitating access to information sources throughout the world. We promote an informed citizenry, lifelong learning, and the love of reading. We provide timely access to high demand, high interest educational and entertainment materials in a variety of formats for all ages. We place a special emphasis on children’s educational and entertainment materials and services and on filling patron needs through reference skills, materials and computer technologies.”  12/20/1994

The guidelines set forth by the Library Board and facilitated by the Library Art Donation and Placement Committee (Committee) endorse appropriate donations and placement of artwork with the goal of creating a historical, cultural and educational environment.

Composition of the Library Art Donation and Placement Committee (Ad Hoc)

1. One member of the Library Board as appointed by the Board Chair to also act as the Committee Chair. (One year appointment)
2. Library Director
3. Executive Director of the Provo Arts Council
4. Library Gallery Manager
5. One art professional, appointed by the Board Chair. (Three year appointment)

Statement of Purpose

The purpose of these guidelines is to establish a criterion for assessing the appropriateness of the proposed donation and placement of works of art in the Library. These guidelines will help to establish a consistency in proposal evaluations. Further, these guidelines will establish a policy for the placement of works of art in specific areas of the Library. This may also include establishing areas of the building for placement of specific genre types.

Proposals

Proposals for the donations and placement of works of art will be evaluated according to the criteria as outlined in these guidelines. Location in the Library, duration of placement and evaluation criteria will be determined according to a proposal's category. Proposals may fall into one of the following categories:

1. Works of Art for permanent placement in the Library (Donations)
2. Works of Art for long term loan in the Library (Loan)
3. Works of Art for temporary loan (up to 2 years)

Proposal Application for Permanent Works of Art (Donations)

1. Application forms for the donation and placement of permanent works of art and loans may be requested from the Library Administrative Offices, 550 N. University Ave, Provo, Utah 84601.
2. A request for application from the Library does not commit the Library to pay any costs incurred in preparation for the application, nor constitutes final approval of the application.
3. Applications must be submitted on Library Application Forms and should include:
       1. A statement justifying the appropriateness of the works of art to the Library and providing relevant documentation.
       2. A written description of the physical works of art including size (height by width, weight as appropriate) and imagery, construction materials, base or pedestal materials, framing style, color, and lettering style and inscription.
       3. The name and qualifications of the artist/designer.
       4. Projected costs (such as installation and lighting) and revenue sources (such as grants) which the applicant pays.
       5. Proposed lighting plan
4. If the proposed works of art meets all criteria and is deemed suitable for the Library, the Committee will forward its recommendation for approval to the Library Board of Trustees for final approval.
5. Following the decision of the Library Board, the Library Director will notify the applicants by letter. Upon receipt of a letter granting final approval of the works of art, the applicant may then make arrangements to officially donate the piece to the library and arrange for installation.
6. Once an item is donated, the piece of art becomes the property of the Library and may be disposed of by the Library as is deemed appropriate.
    

Guidelines for evaluation of applications will be based on the following:

Quality and Presentation

1. Within these guidelines, the quality of works of art refers to the overall accomplishment in the art form and content, and the quality of craftsmanship. Pieces with their own merit may not be acceptable if they are in contrast with the general aesthetic atmosphere of the building as a whole. All art placed in the Library must meet a high level of aesthetic quality.
2. Works of art must be constructed in a manner that insures longevity of the artwork. The making of the art should include the use of correct technical processes and materials which have a relative permanence.
3. Works of art must be presented in a professional manner. Two-dimensional work must be suitably framed and wired and ready for hanging. Freestanding statuary must rest on a durable and appropriate base material that is proportionate in size. Pedestal sculpture must sit on a carefully constructed pedestal which is of a durable and appropriate material and of proportionate size.
4. The Provo City Library will abide by the community standards of Provo City. The Library commits to be thoughtful and sensitive in choosing works of art to be displayed in the Provo City Library.

Placement

1. The installation and placement of works of art will be determined by the Committee.
2. Placement of works of art at a site must consider the materials, colors, and textures of the existing building site. Art will not be placed in locations which result in visually poor and conflicting relationships between the object and the site.
3. Placement of works of art must support clarity of the original architectural plan, particularly as it relates to the harmonious whole, within the distinct and separate interior designs and according to the master plan of the Library.
4. Works of art will be placed so as not to obstruct clear lines of vision or upset the relative proportion of visual elements within the building.
5. There will be no changes made to the structure of the building to accommodate art.
6. A work of art may not be placed in an area of the building that is structurally unable to bear the object's load.
7. Works of art placed in the Library will have an appropriate theme and will be located in the building according to theme. Pieces with like themes will be located together. Works of art displayed in the historical Academy building will be sensitive to that historical context. The new addition of the Library will be appropriate for more modernistic approaches.
8. Works of art will not be placed in direct contact with or close proximity to such items as ventilation ducts, lighting systems, fire safety apparatus, etc.
9. Placement of works of art at a site must consider art conservation concerns. Exposure to direct sunlight and direct contact with venting from air conditioning and heating systems will greatly deteriorate some works of art.
10. The internal traffic flow of the building must be considered. Art will not be placed in areas which obstruct ease of mobility of large groups through interior building thoroughfares.
11. Placement of works of art must take into account emergency situations. Art will not be placed in locations which inhibit efficient access to emergency exit routes.
     

Duration of an Art Object at Initial Location

The placement of works of art in the Library will be carefully considered when initially proposed. The location of art will be periodically reviewed. As the Library evolves, art may be relocated and/or removed. In the event of either relocation or removal, the Gallery Manager will coordinate the activity.

Security of Donations

The library will take reasonable precautions to secure works of art. Budgetary constraints may impact the relative level of security.

Insurance Responsibility

Since a donation of art becomes the property of the Library, appropriate insurance coverage is the responsibility of the Library.

Removing Exhibits

The Library Gallery Manager will be responsible for dismantling and removing the artwork from its exhibit space.

Evaluation Criteria for Proposals for Long Term and Temporary Art Displays in the Library

Long term and temporary displays are defined as displays which are exhibited for an extended period of time, but which are not permanent.

Proposal Application

Long term and temporary display proposals follow the same application process and utilize the same selection criteria as does the permanent collection. Temporary lighting solutions will be reviewed by the Committee and may be a factor in the acceptance process.

Duration of Display for Long Term Loan

Agreements for a long-term loan will be for a unspecified period of time.

Duration of Display for Short Term Loan

Agreements for a short-term loan will be for a specific negotiated period of time, not to exceed two years.

Security of Donations

The library will take reasonable precautions to secure works of art. Budgetary constraints may impact the relative level of security.

Responsibility of Maintenance

The owner will assume the responsibility of maintenance, which includes all associated maintenance costs, for the work of art throughout the duration of the loan.

Insurance Responsibility

During the period of time that a work of art is displayed by the Library, the owner of the work of art must provide one of the following documents:

1. An insurance rider covering the specific work of art for the entire negotiated display time, or
2. A signed waiver holding the Library harmless in the event of vandalism, damage, or theft.
    

Board of Directors
Provo City Library
Approved June 14, 2000

ART GALLERY POLICY

Statement

The primary purpose of the Provo City Library Art Gallery is to enrich the Library experience of the Provo City Library patrons.

The Library Art Gallery Committee, under the direction of the Provo City Library Board, is responsible for the selection of Library Gallery Exhibitions. The Library Board endorses appropriate gallery exhibits with the goal of creating a historical, cultural and educational environment within the Provo City Library. Special consideration will be given to works of art produced by local artists.

The Provo City Library Art Gallery is located on the second floor of the Academy Building.

Composition of the Library Art Gallery Committee

1. One member of the Library Board as appointed by the Board Chair to also act as the Committee Chair. (One year appointment)
2. Library Director
3. Executive Director of the Provo Arts Council
4. Library Gallery Manager
5. One art professional, appointed by the Board Chair. (Three year appointment)

Proposals

Artists and art organizations are encouraged to apply to exhibit in the Library Gallery. Owners of artwork with local community interest, or historical significance are also encouraged to apply. Proposals will be considered by the Library Art Gallery Committee. All proposals must follow the procedures established by the Library.

Exhibition Selection

Local artists and art organizations, from amateur to professional, are invited to exhibit. The gallery will focus primarily on two-dimensional works.

In selecting exhibits, the Library Art Gallery Committee will take into consideration:

Quality of artwork
Overall community interest
Historical prominence or significance of artist or arts organization
Relevance to Library programs
Dates of previous Library Gallery exhibits by the same artist, lender, or organization.
Dates of previous Library Gallery exhibitions of similar items or topics
Special needs, costs, or requests associated with proposed exhibits
The Provo City Library Art Gallery will abide by the community standards of Provo City. The Library commits to be thoughtful and sensitive in choosing works of art to be displayed in the Provo City Library Art Gallery.

Cancellation of Exhibits 

The Library Art Gallery Committee reserves the right to cancel any exhibit should unforeseen conditions or situations arise.

Exhibition Presentation, Installation, and Dismantling

Two-dimensional artwork must be suitably framed and ready for hanging. Unframed artwork will not be exhibited without specific permission of the Gallery Manager. The artist/lender of three dimensional works of art must provide pedestals, display cases, or platforms as needed, which must be approved prior to installation by the Gallery Manager.

Typical exhibits will run six to eight weeks. The Gallery Manager shall supervise the set-up and removal of all exhibits. All works of art must remain on display until the closing of the exhibition. Any costs associated with special installation or display needs (such as special lighting) must be pre-approved by the Gallery Manager and borne by the artist/lender.

Artist/lenders must remove artwork from the Library no later than two days after the end of the exhibit unless the artist/lender has made written arrangements with the Gallery Manger prior to the exhibit. If prior written arrangements are not made, the Library will charge the artist/lender a storage fee of $50.00 per day after the second day.

Sales 

All sales are the responsibility of the artist/lender. Artists/lenders should provide the Gallery Manager with an information sheet which includes contact information no larger than 8 1/2 X 11". The Gallery Manager will keep this information on file or display as the Manager deems appropriate.

No pricing will be displayed in the gallery and all pricing and sale status inquiries will be referred to the artist or the artist's agent. All works of art must remain on display at the Gallery, even if sold, until the exhibit closes.

Security/Liability

Library cannot be responsible for reimbursement or replacement of lost, stolen, or damaged items and does not insure exhibits. The Library encourages the artist/lender to obtain a rider on his or her insurance policy for the duration of the exhibit. The Artists/lenders will be required to complete and sign a waiver/release of Library liability before any works of art are exhibited.

Board of Directors
Provo City Library
Approved May 9, 2001
Revised & Approved June 13, 2001

BASEMENT CREATIVE LAB

POLICIES AND PROCEDURES

The Basement Creative Lab is a space for library patrons to learn and practice audio and video production skills. The Basement encompasses three basic units:

• Production Studio
• Circulating Collection
• Multimedia Editing stations

It is understood that Provo City Library is not responsible for the ideas, opinions, or content of projects made utilizing Provo City Library spaces or equipment.

POLICIES FOR USE - PRODUCTION STUDIO

The Basement Creative Lab Production Studio is located in the basement of the Academy Wing, accessible from the underground parking garage entrance or by using the west elevator.  

1. Use of the studio is free.
   1. A current Provo City Library card, in good standing, is required to use the studio.
   2. Completion of an Intro to Studio Production class (class schedule and registration) is required prior to booking time in the studio.
   3. Classes for certification for specialized equipment may be required prior to use; schedules for specific courses.
   4. Upon completion of all required classes, users will be issued “Basement Creative Lab” privileges on their library card. These privileges are linked to the user’s library account.
2. The Studio is for Users ages 13 and over (unless enrolled in a library program or accompanied by an adult). All users will submit a signed User Agreement and a photo ID (this will be kept on file).
3. For minors (under 18), a signed copy of our User Agreement with parent/guardian’s signature accompanied by a copy of the parent/guardian’s photo ID is required and will be kept on file. A parent/guardian must be present for the user's first visit.
4. Use of the production studio and equipment operate on a reservation system. Requests for studio time and circulating equipment must be submitted online seven days in advance and may be submitted up to one month in advance.
5. Users that arrive more than 15 minutes after their scheduled start time may have their reservation canceled; users that show up late must still leave the studio at their scheduled ending time.
6. Use of the production studio is limited to a total of eight hours per month per user or user group (excluding classes and training). Individual members of a group may not ask for use of the studio as a new group to gain extra time when the group is primarily the same as the original group. All reservations are subject to library approval.
7. Studio personnel are on site to support the use of the Creative Lab. Their assistance is limited to providing assistance and training opportunities and overseeing the studio while it is in use.
8. Food and drink are not allowed in the studio, with the exception of covered water bottles.
9. Users are responsible for bringing in external storage devices for file and should budget time in the studio window for the transfer of files. The Library will not save any video footage or audio files.
10. Users are responsible for respecting copyright laws and licensing agreements.
11. Provo City Library reserves the right to stop the creation of items that violate Library policy or legal standards, including those that involve pornography or other illegal material.  
12. All users are responsible to pay for loss or damage (whether caused by inappropriate use or negligence) to the studio or its equipment. If a user sees that any piece of equipment is unsafe or in a state of disrepair, the user must immediately discontinue use of the equipment and notify Library staff.

POLICIES FOR USE - CIRCULATING COLLECTION

To facilitate production outside of the Library, we maintain a small collection of circulating equipment.

1. Use of the circulating collection is free.
   1. A current Provo City Library card, in good standing, is required for use of the circulating collection.
   2. Completion of an online tutorial is required to use the circulating equipment. Certification will be noted on user’s library card. Proof of completion is required prior to first checkout.
2. The circulating collection is for Users ages 13 and over. All users will submit a signed User Agreement and a photo ID (this will be kept on file).
3. For minors (under 18), a signed copy of our User Agreement with parent/guardian’s signature accompanied by a copy of the parent/guardian’s photo ID is required and will be kept on file. A parent/guardian must be present for a user’s first equipment checkout.
4. Circulating equipment checks out for one week at a time; late fees will be assessed at a rate of $25 per day, per kit, for up to five days; if a kit is more than five days late, the user will be charged the full price for replacement (replacement costs will be provided upon checkout).
5. Use of the circulating collection operates on a reservation system. Requests for circulating equipment must be submitted online seven days in advance and may be made up to two weeks in advance. 
6. For cameras, it is recommended Users provide their own memory card; a memory card can be borrowed from the library, but it will be erased upon check-in. Users are responsible for saving all video, audio, and images.
7. Users accept full financial responsibility for circulating equipment and agree to pay all costs associated with damage (whether caused by inappropriate use or negligence) or loss of equipment while in use. If a user sees that any piece of equipment is unsafe or in a state of disrepair, the user must immediately discontinue use of the tool and notify the Library staff.
   Copies of replacement costs for equipment will be provided during the checkout process.

POLICIES FOR USE - MULTIMEDIA EDITING STATIONS

The Library maintains several multimedia editing stations. These stations are found on the first floor of the Rogers Wing.

1. A current Provo City Library card in good standing or a valid form of Photo ID is required to use the editing stations.
   1. Users cardholders may reserve an editing station for up to four hours per day. Time may be extended if there are no other reservations.
2. Editing stations operate on a reservation system and may be reserved by Provo City Library cardholders on a first-come, first-served basis.
   1. Stations can be reserved two weeks ahead of time.
   2. Reservations can be made online or by calling the First Floor Reference Desk at 801-852-6661.
   3. Users that arrive more than 15 minutes after their scheduled start time may have their reservation canceled.
   4. Stations that are not reserved are available to all users on a first come, first-served basis.
3. Editing stations are reserved for video, audio, photography, and graphic design applications. The Library has other computers available for word processing, internet surfing, and general computer use.
4. Editing stations are for users ages 13 and over.
5. Users are expected to have a working knowledge of the editing software. Desk staff can direct users to relevant online tutorials but cannot provide detailed assistance.
6. Users are responsible for providing their own external hard drive and must save all work to that drive. The library will not save any user files.
7. For any editing that involves sound, users must provide their own headphones. Earbuds may be purchased at the Reference Desk, if necessary.
8. Users are responsible for respecting copyright laws and licensing agreements.
9. Users will not install programs or remove presets from the computers.
10. Provo City Library reserves the right to stop the creation of items that violate Library policy or legal standards, including those that involve pornography or other illegal material.

Board of Directors
Provo City Library
Approved May 9, 2018
Revised & Approved November 9, 2022

BORROWER POLICY

Library Card Application

Requirements for obtaining a Provo City Library Card

• Photo Identification – Picture ID issued by a government, school, or employer.
• Proof of Permanent Address – A document bearing the applicant’s name and current address. Examples: Rent receipt, mail postmarked within the last 3 months, utility bill, etc.

Types of cards issued by the Provo City Library

Library cards are issued only to individuals. Organizations, businesses, and other entities are not eligible for a library card.

• Resident cards may be issued free of charge to the following individuals:
  • Residents of Provo City
  • Provo City Employees
  • Residents of Orem City. Provo City Library and Orem Public Library have a cooperative agreement that allows the citizens of Provo and Orem to use both libraries.
  • Provo City Property Owners. Individuals paying ad valorem taxes on real and/or personal property situated within Provo shall be deemed a resident library borrower as well as their spouse, child, or parent living in the same household. Verification of tax status is required.
• Temporary resident cards may be issued to individuals staying in Provo at a motel, hotel, etc., or who will be here for short time periods (6 months or less). Temporary resident cards cost $15 (nonrefundable) and are good for 3 months. Patrons must furnish proof of their temporary address. Borrowing privileges will be limited to three items at a time.
• Non-resident cards may be issued to individuals not qualifying for a resident card. Non-resident cards require the payment of a non-refundable fee as established in the Loan Periods, Fines, and Charges
• Educators employed at a Provo School, but living outside of Provo City limits, may obtain a Library card to check out materials to supplement their teaching. Proof of employment is required. The non-resident fee will be waived.

Borrower Responsibility

The borrower is responsible for all materials, fines and fees charged to their library card. Lost or stolen library cards are to be reported immediately to appropriate library staff. A minor’s parent or legal guardian is responsible for all materials, fines and fees charged to the minor’s library card. A fee, as established in the Loan Periods, Fines, and Charges will be charged whenever a replacement card is requested.

Privacy

In accordance with Utah State Code 63.2.302, any Provo City Library records that identify a patron are private. Pursuant to this law, requests for disclosure of private library records can be made by a parent or legal guardian, the holder of a power of attorney or a notarized release, or pursuant to a court order or legislative subpoena. Requests for information by other than the subject of the record or the parent or legal guardian, as previously established by the library, will be forwarded to the Library Director or designated representative.

Bankruptcy

• When the library is notified that a bankruptcy has been filed, collection and billing activity is suspended on that patron's account and on the accounts of any minor children until the library is notified of the outcome. 
• If a bankruptcy results in a court ordered discharge of debts, all fines, fees, and collection agency charges accrued prior to the date of the discharge are waived in full.  Fines and fees accrued after the date of the decree will not be cleared. The library encourages the return of any overdue library materials. 
• If the amount discharged is greater than $25.00, the patron’s borrowing privileges will be suspended for one year. If the debt discharged is less than $25.00, no limitation is placed on the account.

Board of Directors
Provo City Library
Approved November 12, 2014
Revised & Approved March 9, 2016
Revised & Approved May 8, 2019
Revised & Approved March 11, 2020
Revised & Approved May 13, 2020

INTERLIBRARY LOAN POLICY

ILL Online Form

Interlibrary loan, or ILL, is the borrowing and lending of materials between independent libraries.  The purpose of interlibrary loan is to obtain materials to meet patron’s needs when local resources are inadequate.  This cooperative process works two ways.  Provo City Library (PCL) is able to borrow materials for its patrons from other libraries.  In turn, other libraries borrow PCL materials to meet the needs of their patrons.  By lending materials to other libraries, Provo City Library is able to borrow materials from a larger number of libraries participating in OCLC, the worldwide database used for interlibrary loan.  The loans made to other libraries also reduce the cost of using the OCLC database to do searches and make requests for PCL patrons. 

Borrowing Materials for Provo City Library Patrons

Anyone with a valid Provo City Library card may request material using interlibrary loan.  Fines and overdues must be cleared before an interlibrary loan request will be processed.

It is possible to request these types of materials on interlibrary loan:

• Audio-visual materials
• Books and magazines acquired more than six months ago
• Microforms
• Photocopies of specific articles in newspapers or other periodicals

These materials are not available for borrowing from other libraries:

• Items which are owned by Provo City Library, even if those materials are checked out or available as reference only
• Reference and other non-circulating material
• Computer software

Interlibrary loan requests may be made by submitting a completed request form.  These forms are available at the Reference Desk.  The librarians can assist in completing the form, including finding the required request information.  Requests may also be made over the phone.

In some cases, the Library may choose to purchase the material requested, rather than borrow it.  If such a decision is made, a hold for the requesting patron will be placed on the item at the time it is ordered.

There is no charge for most interlibrary loans.  Requests by PCL to borrow materials are usually sent to other libraries that do not charge for interlibrary loans.  However, some materials are only available if fees are paid.  In such cases, the requesting patron will be consulted before the material is borrowed.  All special charges will be passed on to the patron, including lending fees, copyright charges, special postage and handling, and any other costs incurred in obtaining the material.

Once borrowed materials are received, the requesting patron will be notified.  Materials may then be picked up at the 1st Floor Reference Desk.  A paper sleeve wrapped around the item will show the due date and any other conditions set by the lending library.  Provo City Library will abide by all conditions set by the lending library for the use of its materials.

Some borrowed materials may be limited to “Library Use Only.” These materials will be held at the Reference Desk during the loan period.  The patron may use these materials inside the library only. 

The lending library sets the loan period for its items, as well as stipulating whether or not renewals are allowed. If renewals are not specifically restricted for a borrowed item, the patron may request one renewal in person or over the phone.  Renewal requests must be made to PCL interlibrary loan staff at least three days before the material’s due date.  The patron will be notified when the lending library responds to allow the renewal or not.

Patrons will be charged a fine for each day an interlibrary loan item is overdue.  There is no grace period.  Patrons will also be liable for any lost or damaged interlibrary loan items borrowed for them.  The replacement cost will be set by the lending library.

Lending Materials to Libraries Outside Provo

Provo City Library will accept interlibrary loan requests from other libraries in the following ways:

• electronically via OCLC,
• by mail or fax using the standard ALA form,
• by phone with fax confirmation (using the ALA form)

All requests for the loan of PCL materials must be placed by the borrowing library.  No requests from individuals will be honored, except for requests for copies from the Daily Herald.  Individuals interested in borrowing PCL materials should contact their local library to submit their requests.

Requests for articles to be copied from the Daily Herald microfilms will be accepted from individuals as well as from other libraries, as long as the requests are in writing.  Libraries should use the above-listed methods.  Individuals may send requests via mail, fax, or e-mail.  The following information is required: specific date to be searched, title of article or person’s name if request is for an obituary, requestor’s name, mailing address (for sending copy).  Library staff will search one week before and one week after the date specified if the article/obituary is not found on the date supplied.

In addition to copies from the Daily Herald, the following materials are available for interlibrary loan:

• books acquired more than 6 months ago
• circulating magazines
• photocopies of articles in magazines or on microforms
• audio-visual materials
  

These materials are not available:

• books acquired less than 6 months ago
• reference books or periodicals
• Special Collections materials
• microforms themselves, including Daily Herald microfilms
• computer software
  

The check-out period for interlibrary loan is one month.  One renewal will be allowed, unless the loan material has been requested by a PCL patron or another library.  Any renewal requests must be made by the borrowing library.  No such requests from individuals will be accepted.

Materials loaned to other libraries will be delivered by U.S. Mail.

Provo City Library does not charge for its interlibrary loans.  At present, this no-charge policy applies to copies made from print periodicals and/or microforms, as well as to books.  Borrowing libraries will be responsible for lost or damaged materials.  Charges will include the item’s replacement cost plus a processing fee. 

Board of Directors
Provo City Library
Approved June 14, 2000
Revised & Approved February 8, 2012

INTERNET AND ONLINE ACCESS POLICY 

General Introductory Statements:

Public access to the Internet and online services have become an integral part of Provo City Library’s programs and services.  The intent of this policy is to meet the provisions of Sections 9-7-213, 9-7-215, and 9-7-216 UCA, and Administrative Rule 458-2, as well as provide guidelines for patrons and staff regarding Internet access and online computer use.

Developed under the direction of the Library Board of the Provo City Library, this Internet and Online Access Policy was discussed and adopted during an open meeting of the Library Board on May 11, 2016.  This policy supersedes all previous Internet and Online Access Policy statements of the Provo City Library and is effective on May 12, 2016.

This document will be reviewed by the Provo City Library Board at least every three years, and a copy of the new policy will be sent to the Utah State Library Division as required by Administrative Rule 458-2.

Legal requirements:

The Provo City Library’s Internet and Online Access Policy complies with Section 9-7-215 Internet and Online Access Policy Required, and Section 9-7-216 Process and Content Standards for Policy UCA, as well as reporting procedures established by Utah Administrative Rule 458-2.

The Provo City Library has in place a policy of Internet safety for minors, including the operation of a technology protection measure, hereafter called “filtering software”, on any publicly accessible computer with Internet access that protects against access to visual depictions that are child pornography, materials harmful to minors, or obscene.  The filtering software will be enforced to provide Internet safety during any use of a computer by a minor.

The Provo City Library has in place a policy of Internet safety, including the operation of filtering software on any publicly accessible computer with Internet access that protects against access to visual depictions that are child pornography or obscene.  The filtering software will be enforced to provide Internet safety during any use of a computer. This includes our wireless network accessible throughout the library.

The Library policy restricts access to Internet sites that contain visual depictions that are child pornography, harmful to minors or obscene, and may also limit Internet access or otherwise protect against materials other than the materials specified in Utah statute.  Filtering software will provide Internet safety for all library computers connected to the Internet.  However, an authorized library representative may disable a technology protection measure at the request of an adult patron to enable Internet access for research or other lawful purposes.

The Library Board has disapproved the use of public access Internet computers for online gaming (e.g. gambling) or any illegal purposes in an effort to protect patrons and the library against materials other than the materials specified in Utah law.

Additional Policies and Guidelines

The Provo City Library:

• Will assist patrons in using the Internet to the extent that time and other patron demands allow.
• Will provide access to computers and associated resources exclusively for the use of children (12 and under) or children with parents or guardians in the children’s area of the library.
• Will re-evaluate whether to block or unblock a specific site if a patron disagrees with the filtering software’s handling of that site.  Users may request reconsideration of a website’s status by completing a Request for Internet Site Review form, available at the Reference Desk or online, and submitting it to Library staff.
• Will NOT be responsible for the availability or accuracy of information accessible via the Internet.  The Internet is an unregulated medium, with access points and content which change rapidly and unpredictably.
• Will NOT guarantee that its filtering software will be totally effective.
• Will NOT accept responsibility for the use of the Internet by children and young adults.  Responsibility for the use of all library materials, including Internet resources, rests with children’s and young adult’s parents or legal guardians.  Parents are encouraged to work closely with and supervise their children to ensure that children’s use of Internet resources is consistent with their family’s values.
• Will NOT guarantee the security of any personal information transmitted via the Internet using the Library’s connection.
• Will NOT accept responsibility for damage to any user’s disk or computer, or for any loss of data, damage, or liability that may occur from patron use of the Library’s Internet connection or malfunctioning Library hardware or software.

Users of our Internet service agree that they:

• Will comply with procedural restrictions (e.g. sign-ups, time limits, and printing charges) developed by Library staff to provide for equitable use for all patrons.
• Will accept responsibility for determining that the information they access is acceptable, reliable, and suitable to their and/or their children’s needs.  Not all Internet sources provide accurate, complete or current information.  Users should also be aware that some sites do not provide a secure medium for transmitting personal information (e.g. name, address, or credit card number).
• Will respect copyright laws and licensing agreements.  Materials obtained or copied from the Internet, including software, may be subject to copyright law, which prohibits the unauthorized reproduction or distribution of copyrighted materials, except as permitted by the principles of fair use.  Any responsibility for consequences arising from copyright infringement or any other illegal use lies with the user.
• Will avoid exposing others involuntarily to material that they or, if under 18, their parents might find unsuitable.  The Library computers are in public areas and privacy cannot be guaranteed.
• Will respect the privacy of other Internet users.  This includes not representing oneself as another user, not attempting to view what others are accessing without their permission, not trying to gain access to someone else’s data, and not hovering over other users while waiting for a turn.
• Will NOT modify Provo City Library’s hardware, software, or settings.  (This includes downloading software from the Internet.)  Misuse of Library computers may result in fines or loss of Internet and/or Library privileges.  Users who intentionally damage Library computers may be prosecuted.
• Will NOT load personal files or software on Library computers.
• Will NOT use Library computers to display or disseminate visual images containing pornography, obscenity, graphic violence, or other images harmful to minors and inappropriate in a public library setting.  While respecting an individual user’s right to privacy, staff has the right to monitor use of Internet workstations to ensure compliance with this policy.  Inappropriate use of this resource is prohibited and may result in the loss of Internet and/or Library privileges.
• Will NOT use Library computers to violate any law.  Illegal acts, such as hacking and spamming, involving Library computing resources may be subject to prosecution by local, state or federal authorities.

Information from this policy is on the start-up page of every public Internet computer in the Library.  Access to the full policy is available on the Library’s website, or in print at the Library reference desks.

Guidelines for Enforcement of the Online Public Access Policy

When staff members observe a violation of this policy, they are expected to report the violation to their supervisor or the person-in-charge.  Patrons observing a potential violation of this policy should notify a library staff member, who will then verify the violation.  Patrons in violation of this policy will be given a verbal warning.

If the problem behavior persists, or in the case of extreme misuse, the patron will be asked to leave the Library for the day.  The police will be called when patrons refuse to leave the Library after being asked to do so, or when using Library computers to engage in illegal acts.

The privilege of access to the Library’s Internet services may be suspended for the following reasons:

• Misusing or damaging Library computers.
• Displaying or disseminating visual images containing pornography, obscenity, graphic violence, or other images harmful to minors and inappropriate in a public library setting.
• Using Library computers to violate any local, state, or federal law.
• Persistent, willful violations of the Library’s Internet and Online Access Policy

Loss of Internet privileges will be for a definite period of time up to one year, to be determined by the Library Director.  Any suspension longer than one week may be appealed to the Library Board of Directors.

Procedures for Addressing Concerns about This Policy and Its Enforcement

Procedures to handle complaints about this policy, its enforcement, and about observed patron behavior exist and are available for public review.

This procedure involves all concerns or questions about this policy, its enforcement, or observed patron behavior being directed to any Library Services Manager.  If any concern cannot be resolved by the Manager contacted, a written report will be submitted at the next Management Team meeting, which includes the Library Director and all Library Services Managers.  The patron will be informed in writing of their response within a week of their meeting.

Patrons not satisfied with this disposition may then appeal to the Library Board through the Library Director within thirty (30) days after the issuance of a formal response.  The Library Director will forward the request to the Board along with the Management Team recommendations.  After full consideration of the specific concern, the Library Board will make the final determination of the matter.  The patron shall be notified of this action within thirty (30) days of the Library Board meeting in which the matter was discussed. 

Implementation Requirements:

A notice of the availability of this Policy will be posted in a conspicuous place within the library for all patrons to observe.

The Library Board has established procedures and guidelines to handle complaints about this policy, enforcement of this policy by library staff, and what a patron should do if they observe inappropriate behavior by another library patron.  These procedures will be adhered to by library staff to enforce the requirements of Sections 9-7-213, 9-7-215 and 9-7-216 UCA.

Board of Directors
Provo City Library
Approved November 4, 1998
Approved January 8, 2003
Approved October 13, 2004
Approved August 2, 2007
Approved June 9, 2010
Approved May 8, 2013
Approved May 11, 2016
Approved May 8, 2019
Approved March 9, 2022

LIBRARY STANDARDS OF CONDUCT

The Provo City Library is supported by the taxes of the residents of Provo who expect our facility to be a clean, comfortable, and safe place for selecting materials, reading, researching, studying, using computers, and attending programs and meetings. To this end, the Library is responsible for establishing standards of conduct to protect the rights and safety of Library patrons, volunteers and staff, and for preserving and protecting the Library’s materials, equipment, facilities, and grounds.

To ensure the comfort and safety of patrons, volunteers, and staff, and the protection of Library property, Library staff is authorized to enforce these standards of conduct on Library property.  People who willfully violate these rules are subject to exclusion from the library; egregious violations may result in immediate exclusion or in a longer exclusion than indicated in these guidelines.

Individuals who repeatedly violate these Standards of Conduct after having been previously excluded for Library rule violations may face longer exclusion than indicated in these guidelines.  Repeat offenders need not violate the same rule to be subject to stricter enforcement and may not be warned that their behavior is inappropriate before being excluded.

STANDARDS OF CONDUCT
Any persons who violate rules 1 – 5 while on Library premises will be immediately ejected and excluded from the Provo City Library without first being given a warning. The offender shall be excluded from the Provo City Library premises and lose all Library privileges for a period of up to three years. The incident will be reported to the appropriate law enforcement agency.

1. Committing or attempting to commit any activity that violates any federal, state, or local criminal statute or ordinance.

2. Directing a specific threat of physical harm against an individual, group of individuals, or property.

3. Engaging in sexual conduct or lewd behavior.

4. Possessing, selling, distributing, consuming, or being under the influence of any controlled substance or alcohol.

5. Stealing, damaging, defacing, or destroying Library property.

Any person who violates rules 6 – 19 while on Library premises will be asked to leave for the day. Subsequent offenses will result in that person’s immediate ejection and exclusion from the Provo City Library premises for a period of up to one year.

6. Engaging in conduct that disrupts or interferes with the normal operation of the Library, disturbs Library staff or patrons, including but not limited to, conduct that creates unreasonable noise or consists of loud or boisterous physical behavior or talking.

7. Using foul, abusive, or threatening language or gestures.

8. Using library materials, equipment, furniture, fixtures, or buildings in a manner inconsistent with customary use.

9. Disobeying the reasonable direction of a Library staff member or Library security officer.

10. Soliciting, petitioning, or distributing written materials or canvassing for political, charitable, monetary, or religious purposes inside the Library or on Library property.

11. Leaving personal belongings unattended. Library personnel may inspect and/or remove personal items left unattended on Library property in order to preserve a safe environment.

12. Any interference with the free passage of Library staff or patrons on Library premises, including, but not limited to, placing objects such as bicycles, skateboards, backpacks, or other items in a manner that interferes with free passage or negatively affects the orderly atmosphere of the Library.

13. Bringing prohibited items into the Library, including, but not limited to, bicycles, shopping carts, or similar devices.

14. Operating roller skates, skateboards, or similar devices on Library premises.

15. Smoking or other tobacco use, including, but not limited to, using electronic cigarettes or cigarette rolling.

16. Consuming food or drink in the Library that creates a nuisance or disrupts library use because of odor, garbage, or spills. Non-alcoholic beverages in covered containers and small amounts of snack foods are allowed in designated areas away from computers and other library equipment.

17. Bringing non-service animals or animals not for the express intention of Library Programming, into Library buildings. Similarly, leaving animals unattended outside the Library in a way that impedes others’ access to the Library.

18. Violating the Library’s Internet and Online Access Policy (see complete policy), including, but not limited to, displaying or disseminating visual images containing pornography, obscenity, graphic violence, or other images harmful to minors and inappropriate in a public library setting.

19. Improperly using Library restrooms, including, but not limited to, bathing, shaving, washing hair, and changing clothes.

Any person who violates rules 20 – 26 while on Library premises may be asked to leave for the day. Subsequent offenses by that person will result in that person’s immediate ejection and exclusion from the Provo City Library premises for a period of up to six months.

20. Sleeping or lying down on Library premises.

21. Using personal electronic equipment at a volume that disturbs others.

22. Using a cell phone to make or receive phone calls while on the 2nd Floor of the New Rogers Wing, which has been designated a quiet area.

23. Taking library materials into restrooms if the materials have not been checked out.

24. Leaving children under the age of nine unattended.

25. Neglecting to provide proper supervision for children in your care.

26. Loitering in the Children’s department without a reasonable reason to be present.

Any person who violates rules 27 - 29 while in Library premises will be excluded from the premises until the problem is corrected.

27. Entering Library buildings with bare feet or a bare chest.

28. Having offensive body odor that can be detected by a reasonable person from six feet away or personal hygiene that unreasonably interferes with other patrons’ ability to use the Library.

29. Filming in any part of the library without express permission of Library Administration.

Any suspension of library privileges longer than one week may be appealed to the Library Board.  Provo City Code 2.26.120 allows the Library Board of Directors to “Make and adopt rules and regulations not inconsistent with law, for the governing of the library” and to “exclude from the use of the library any and all persons who shall willfully violate such rules.”  (see also Utah Code 9-7-404)

Board of Directors
Provo City Library
Approved January 11, 2006
Revised & Approved March 8, 2017

MATERIALS SELECTION POLICY

Materials Complaint Process

Request for Reconsideration of Library Material

The Provo City Library Materials Selection Policy exists to serve as a guide in the selection of materials and to inform the public about the principles upon which selections are made.

Principles of Selection

The objective of the Provo City Library is to collect, organize, and make easily available to the people of the community materials which will help them in the pursuit of education, information and the creative use of leisure time.  Within the limits of space and budget, the collection offers patrons materials in a choice of format, treatment, and level of difficulty.  In this way most individual library needs can be met and service provided to individuals of all ages.

Within the community of Provo there are groups and individuals with diverse interests, backgrounds and needs.  The Library collection reflects, as closely as possible, the interests of the majority while not neglecting the equally important interests and views of minorities within the local, national and international communities.  The Library’s role is to provide materials which will allow individuals to access information to make their own decisions.

It should be recognized that some materials chosen may be offensive, shocking or boring to some individuals, but may be meaningful and significant to others.  It is the responsibility of individuals to limit their library use to books and materials which are consistent with their individual tastes.  While everyone is free to reject for themselves and their children materials of which they do not approve, they may not restrict the freedom of others to read or inquire.

The inclusion of an item in the collection is not to be considered an endorsement, official or otherwise, by the Library.  The Library neither approves nor disapproves the views expressed in materials included in the collection.  The Library cannot exclude all materials that could conceivably result in mental or physical injury to some individual, since theoretically any material could be harmful to someone if improperly used.

Materials in the collection are arranged in a way to facilitate access to information.  No restriction is placed on their use except for the purposes of protecting them from theft or damage.

Selection Criteria

Ultimate responsibility for materials selection rests with the Library Director who operates within the framework of policies determined by the Board of Trustees.  The day-to-day work of selection and evaluation is the responsibility of the staff of professional librarians.  The individual librarians are assigned subject areas and are responsible for developing procedures for material selection that are governed by this policy.  Specific criteria for individual subject areas as well as for differing age level materials are contained in the Collection Management Guidelines.

The selection of materials is characterized by open-mindedness and responsiveness to the changing needs of the citizens of Provo.  Materials are evaluated as complete works and not on the basis of a particular passage or passages.

All acquisitions, whether purchased or donated, are evaluated by the following standards.  An item need not meet all of the criteria to be acceptable, nor will any single criterion be decisive.

• Public demand
• Quality of content, including accuracy, timeliness, literary or artistic merit
• Quality and suitability of the format
• Social significance
• Reputation of author and/or publisher
• Inclusion in list/s of recommended titles, standard bibliographies, and/or award winners
• Importance of subject matter to the collection
• Scarcity of material on the subject and availability elsewhere
• Price

The Library does not buy pornography (as defined by the Utah State Code, Title 76-10-1203) or materials which trade exclusively in sensationalism or would offend community standards.

Suggestions from patrons are encouraged and will be given due consideration.

In selecting library materials for children, the Library’s objective is to provide a collection that meets the informational, recreational, and cultural needs of children from preschool age through sixth grade.  However, resources of the entire Library are accessible to them as the need arises.  Selection of adult material will not be restricted by the possibility that these materials may come into the possession of minors.

The collection contains materials which express a wide variety of views and are suitable for all ages and abilities. It is, therefore, the responsibility of parents or legal guardians to guide the reading, viewing, and listening choices of their children and young adults, and to decide what their children may or may not use from this collection.

In providing materials for student use the Library cannot provide multiple copies of individual books or textbooks for school assignments, nor can it duplicate subject materials extensively.

Collection Maintenance

In order to maintain a vital, current collection which meets the needs of the community, examination of materials is an ongoing process.  When library books lose the value for which they were originally selected, they should be withdrawn.  An item is considered for discard when it is:

• Obsolete, misleading or outdated
• Worn beyond use
• Damaged
• No longer circulating and/or used for reference purposes
• One of many copies of a formerly popular title

Space availability and low circulation over a period of time are other factors that may influence the withdrawal decision.

Withdrawn materials are not automatically replaced.  Replacement is considered in relation to adequate coverage in a specific subject area, availability of more current or better titles, suitability according to this selection policy and demand for the title.

Gifts, including memorial items, are subject to these withdrawal and replacement policies.

Discarded library books, magazines, pamphlets, records, etc., may not be reserved for specific individuals.  They may be offered for sale, on a first-come, first-served basis, at the library.  Donations of discarded materials may also be made, at the discretion of the Director, to neighboring libraries, educational institutions or charitable organizations.

Gifts

The Library accepts gifts of materials with the understanding that the Library may make whatever use of the material it feels appropriate.  No restrictions on the Library’s use of gift materials may be made by the donor.

Gifts become the Library’s property upon receipt; they may not be reclaimed.  Materials not needed in the collection will be placed in the Library’s book sale; donated to other libraries, educational institutions or charitable organizations; or discarded.  Donated materials added to the collection are subject to the same withdrawal and replacement criteria as materials purchased by the Library.

It is the policy of the Library not to accept special collections of gift materials if the condition of acceptance requires that they be kept together as a separate physical entity.  Further the Library shall not accept as a gift any printed or manuscript items or any objects if the condition of acceptance requires permanent exhibition of the item or object.

Upon request a note of receipt will be issued for donated items.  However, it is the donor’s responsibility to determine the fair market value of the donated materials.

Reconsideration of Library Materials

Any library patron who is a resident of Provo may question the presence of an item in the Library’s collection.  If the patron concludes that a specific item does not meet the guidelines of the Materials Selection Policy, he or she may complete a Request for Reconsideration of Library Materials form.  The completed form will be reviewed by the professional staff including the Library Director, and the patron will be informed of the disposition of the request.

Patrons not satisfied with this disposition may then appeal to the Board of Trustees through the Library Director, who will forward the request to the Board along with staff recommendations.  After reading the item in question and full consideration of the specific material, the Board of Trustees shall make final determination of the matter.  The patron shall be notified of this action in a timely manner.
 

Board of Directors 
Provo City Library
Approved November 17, 1999

MEETING ROOM USE POLICY

General Meeting Room Use

Reservations

1. User agrees to indemnify and hold the City of Provo, Provo City Library at Academy Square, its Board of Directors, administration, employees, agents and volunteers harmless from any and all loss, injury or damage to the Premises caused by User, its guests or invitees, or to the personal property or persons of User, its guests and invitees on the Premises during User's use of the Premises, unless the loss or injury is solely caused by the gross negligence or willful misconduct of the City of Provo, its officers, employees, or representatives.
2. Library use will receive priority scheduling at all times. The Director reserves the right to reschedule or cancel non-library reservations due to Library needs.
3. Free use is available only to Federal or State Registered Non-Profit Organizations in good standing.
4. All groups affiliated with a commercial entity of any type fall under rental use.
5. Library meeting rooms may not be scheduled by minors.
6. The Meeting Rooms and/or Ballroom may be scheduled up to one year in advance.
7. Meeting Room and/or Ballroom reservation requests will be accepted on a first-come, first-serve basis and may be made in person, by phone, mail, FAX or e-mail through the Library Scheduling Office. Reservation requests will be held for only 24 hours without payment.
8. Any applicable Security/Cleaning Deposit must be paid and required forms completed within 24 hours of reservation requests to confirm a reservation time and date.
9. Provo City residents will receive a 15% discount on room rental fees.
10. For repeat meeting room use, reservation and waiver forms must be updated at least annually or as often as the information changes.
11. The Provo City Library Meeting Room and/or Ballroom Use application and waiver must be completed by an officer or authorized representative of the group or organization.
12. The person who signs the Meeting Room and/or Ballroom Use forms shall be held responsible for reasonable care of the room, furnishings and library equipment.
13. The Library will refund 100% of any applicable Security/Cleaning Deposit with 90 calendar days or more advanced written cancellation notice. No refund of the Security/Cleaning Deposit will be given for cancellations made with 89 calendar days or less of written notice.
    

    No written notification		Received before 90 calendar days		Received after 90 calendar days
    Deposit	Rental	Deposit	Rental	Deposit	Rental
    0%	0%	100%	100%	0%	100%

14. Failure to give notice of cancellation may result in revocation of future meeting room scheduling privileges. 
15. All, partial, or no refund of any applicable Security/Cleaning Deposit may be made after a Meeting Room and/or Ballroom use at the Library Scheduler’s discretion, contingent upon the cleanliness of the room and condition of the room furnishings and library equipment. Upon inspection of the meeting space Library event staff may determine that a mess is excessive and/or will cause damage if left unattended to and require you to do further cleaning in order to receive a complete refund of the security deposit.
16. At the Library scheduling staff’s discretion, additional liability insurance may be required.  Additional costs for the liability insurance are the sole responsibility of the meeting room user and must be paid at least 30 days in advance.
17. Reservation requests for Library equipment should be made at the time of meeting room reservation.  Equipment reservations are available upon a first come, first serve basis.  All associated deposits must be paid and forms completed prior to use.
18. Requests for kitchen use should be made at the time of reservation. Reservation of the kitchen is exclusive to ballroom rental. All associated fees must be paid and forms signed to confirm the kitchen reservation. 
19. Any user defaulting on a Library account, such as charges for bad checks, meeting room damage or equipment damage will be turned over to a collection agency.  The Library will not accept new bookings and will cancel existing room bookings for individuals or groups that have invoices outstanding of 45 days or more.
20. The Library Director reserves the right to revoke facility use privileges of any individual and/or group that does not comply with the policy and guidelines as stated herein or violates the terms and conditions of the meeting room use agreement. 
21. Activities shall not disrupt, nor impede public access to library services or materials. 
22. Music and sound volumes for all events and meetings must be limited to a reasonable level that does not disrupt any other event or library service. An appropriate volume level will be determined by the Library Events staff.
23. Use may not be limited on the basis of race, color, national origin, ancestry, religion, sex, disability, or legally protected status. 
24. Free Use and/or Rental Agreement and any other required forms must be completed and deposit and rental fees paid in full prior to any use. 
25. Designated room capacity and other matters of safety shall be observed in all meetings.
26. The name, Provo City Library at Academy Square, in any form, must not be used in any way other than to specify the location of the activity.  It is understood that the ideas and opinions either expressed or presented by groups or individuals using the Library facilities may or may not be those of the Provo City Library. 
27. Decorations, if any, must be pre-approved by the Library Event Coordinator. Nothing may be fastened or affixed to the walls, floors, Library building or Library property except to surfaces designated for temporary display. All types of tapes and adherents are not permitted. Open flame is strictly prohibited, lit candles are not permissible regardless of enclosure. Glitter, colored powders, vapor, or smoke are all expressly prohibited. Failure to comply with these policies will result in penalties up to the entire amount of any applicable security deposit and/or further legal actions if necessary.
28. All items must be contained within rented space. All items, including but not limited to, decorations, signage, advertising, or tables will not be displayed or stored any place on Library grounds, indoors or outdoors, unless pre-approved by library events staff or administration. You may not engage or solicit regular library visitors in an attempt to re-direct them to your event.
29. Distribution of any material must adhere to the Library’s Posting and Distribution of Free Non-Library Material Policies. 
30. The Library shall not provide storage for property of groups and organizations meeting in the Library. 
31. Food cannot be cooked onsite. All cooking devices electrical, combustible fuel, or otherwise are expressly prohibited with the sole exception of standard chaffing fuel used in a standard chaffing dish. Some electric warming devices may be permitted after approval from Library Events staff or a Library Administrator. Food and drink shall not be taken from the meeting rooms where they are served.
32. Alcohol is prohibited on all Library premises. In accordance with the Utah Clean Air Act, smoking is prohibited in all Library buildings. 
33. All events must conclude leaving sufficient time to clean up and vacate all spaces no later than the scheduled departure time, unless approved in advance in writing by the Library Director. All spaces include the rented space, all interior spaces, hallways, and parking garage structure. Events extending past scheduled time will be subject to an additional late-night fee up to the entire amount of the security deposit. 
34. Any application for room use that causes concern for the health, safety and well-being of the Provo City Library staff, patrons, buildings, or premises in any way may be denied by the Director.  Illegal activities are prohibited on Library premises.
35. Library Grounds (i.e. the lawns and parking areas) are not available for use by any group (i.e. non-profit, commercial, and private) with the exception of the Library.

Questions which are not covered in this policy should be addressed to the Library Scheduling Coordinator at 801-852-7691.

Free Meeting Room Use

Category 1

• Free use is limited to these groups:
• Federal or State Registered Non-Profit Organizations and their certified charters
• Open governmental meetings
• Community special interest groups (registered as nonprofit)
• Candidates campaigning for an office representing Provo and its citizens.

Free Use Meeting Guidelines

1. Free Use Scheduling is available only to Federal or State registered Non Profit Organizations in good standing.  Free Use Scheduling is not available for the Ballroom.
2. Meetings and activities must be free and open to the public with no commercial or business intent.  All groups affiliated with a commercial entity of any type fall under rental use.
3. Groups engaging in any type of monetary transaction while on library premises including, but not limited to, solicitation of funds for membership, fees, charity, raffles, auctions, admission, sales or accepting donations of any kind fall under the rental categories.
4. Groups qualifying for Free Use may reserve one free Library meeting room time block.  Neither the Ballroom nor after hours time blocks are available for Free Use.
5. The Library limits the free use reservation to 80 free use time blocks per month, with up to 40 of those in the Prime Time blocks.
6. The Provo City Library Free Use and/or Rental Waiver and any other required forms must be signed prior to any use.
7. Any group arriving 15 minutes or more before, or leaving 15 minutes or more after scheduled times incur a pro-rated charge according to the Category 2 fee schedule. Chronic offences of this type may result in revocation of future meeting room scheduling privileges.
8. Failure to give notice of cancellation may result in revocation of future meeting room scheduling privileges.

Meeting Room and Ballroom Rental

CATEGORIES 2, 3

Rental use is available to:

Category 2

• Category 1 groups that have used their free use allotment
• Ballroom use by Category 1 groups
• Non-profit organizations and their certified charters engaging in any type of monetary transactions.
• Community special-interest groups engaging in any type of monetary transactions.
• Closed governmental meetings.
• Candidates campaigning for an office not representing Provo or its citizens.

Category 3

• Private non-commercial use
• Commercial use.
• Commercial use that is free and open to the public

Rental Guidelines

1. All groups affiliated with a commercial entity of any type fall under rental use.
2. All required Meeting Room fees and any applicable Security/Cleaning Deposit must be paid within 24 hours of a reservation request to confirm a reservation time and date.
3. The Rental Agreement and any other required forms must be completed and any applicable Security/Cleaning Deposit and rental fees paid in full prior to any use.
4. Provo City residents will receive a 15% discount on room rental fees.
   REFUND SCHEDULE
   

   No written notification		Received before 90 calendar days		Received after 90 calendar days
   Deposit	Rental	Deposit	Rental	Deposit	Rental
   0%	0%	100%	100%	0%	100%

5. The Library will refund 100% of any applicable Security/Cleaning Deposit with 90 calendar days or more advanced written cancellation notice. No refund of the Security/Cleaning Deposit will be given for cancellations made with 89 calendar days or less of written notice.
6. Failure to give notice of cancellation may result in revocation of future meeting room scheduling privileges.
7. Any group arriving 15 minutes or more before, or leaving 15 minutes or more after scheduled times may incur a pro-rated addition to their charges according to the rental fee schedule. Chronic offences of this type may result in revocation of future meeting room scheduling privileges 

   
   Board of Directors
   Provo City Library
   Approved November 12, 2014
   Revised & Approved January 9, 2019
   Revised & Approved July 10, 2019

POSTING AND DISTRIBUTION OF FREE NON-LIBRARY MATERIAL POLICY

It is the policy of  Provo City Library at Academy Square, as a part of its information mission and as a public service, to provide access to community information by providing spaces for the free distribution of handouts and the public posting of flyers, notices and posters.

Content
Acceptable non-library materials produced by individuals or organizations are limited to those engaged in cultural, educational, intellectual, or charitable activities or other activities approved by the Library Director or his or her designee.

Placement, Quantity and Size
The Library Director will designate which spaces such as bulletin boards, literature racks, counter tops,  desktops, or shelves are available for free distribution or posting of non-library materials within the Library or on library grounds.

The Library will give preference to materials that

• are of general community interest
• originate with organizations located in Provo City
• announce events, activities, and services in a timely fashion
• are of a suitable size and, in the case of handouts, of suitable quantity

Distribution or posting of materials at the Library does not indicate a Library endorsement of the ideas, issues, or events promoted by those materials.

Duration and Responsibility
The Library Director or his or her designated staff member(s) must approve each item for posting or free distribution.

Materials will be posted or placed for free distribution for 30 days, or until the last day of the event.

After 30 days, materials will be discarded.

The Library assumes no responsibility for the preservation or protection of materials posted or placed for free distribution.

Materials posted or left for free distribution without approval from the Library will be discarded.

Materials known to be illegal will not be posted or placed for distribution.

 
Board of Directors 
Provo City Library
Approved September 20, 2000

PRIVACY STATEMENT

Our Commitment to Privacy
Protecting patron privacy is very important to the Provo City Library. The Library protects the confidentiality of patron information as part of its commitment to intellectual freedom. Confidentiality and privacy are essential to free speech, free thought, and free association.

Confidentiality of Library Records
The Provo City Library supports the laws of Utah, which tell us that most library records are confidential and protected. We will not make any information about you or your use of the library services or materials available to anyone or any group except:

• If you or your legal guardian requests such information.
• If there's a subpoena, search, warrant, or a court order we will provide information to law enforcement personnel after consulting with legal counsel to assure the document is in proper form.
• If there's an emergency where public health or safety may require an immediate decision, the Director, Assistant Director, or other designated staff member will be contacted and legal counsel will be consulted when possible. 

Information Collected and Use
We collect information when you obtain a library card, register for library programs, subscribe to a newsletter, fill out a form, or enter information on our website.

When registering for a library card, patron information is entered into the Library's computer system from a written application. After the application data is checked for accuracy, the written application is destroyed.

We may use the information we collect from you in the following ways:

• To personalize the users experience and to allow us to deliver the type of content in which you are most interested.
• To improve our website in order to serve you better.
• To allow us to respond to your customer service requests.
• To quickly process your transactions.
• To send periodic emails regarding events and services at the Provo City Library.

Online Fine Payments and Collections
The Library offers cardholders the option of paying fines and room rental fees online and at self-check kiosks. Payments are encrypted to protect financial information and credit card data is not retained by the library.

In the case of a patron's failure to return materials, the Library may disclose circulation information to a collection agency hired to secure the return of or payment for library materials. The collection agency considers all information confidential and does not sell or share any patron information.

Third Party Partners
The Library has teamed up with reputable third-party partners to provide certain online services to its patrons. The information you submit to the Library may be provided to those third parties on a confidential basis so they can assist us in providing these services. In cases where patrons leave the Library's website to visit one of its partners' websites, they are encouraged to learn about the privacy policies of the websites they visit.

We do not sell information collected on our website to outside parties. We use return email addresses to answer the email we receive. Mailing addresses are used to send fine notices and are not used for any other purpose or sold to outside parties.

External Websites
The Provo City Library website contains links to external websites not maintained by the Library. The Library cannot be responsible for patron privacy when visiting other websites. Once patrons link to another website, they are now subject to that website's privacy policy or statement, if the website has one.

Applicability
This privacy statement applies to all Provo City Library patrons. The parents or legal guardians of patrons under the age of 18 may have access to their child's borrowing record or any other identifying records. Otherwise, this policy fully applies to minor patrons.

Board of Directors
Provo City Library
Approved November 13, 2019

RECORDS MANAGEMENT PLAN

It is the practice of the Provo City Library to retain certain records from year to year. Retention of patron records may be in the form of print or electronic media.

Board of Directors
Provo City Library
Approved January 8, 2020

SOCIAL MEDIA POLICY

As a way to achieve Provo City Library’s mission, the Library participates in various social media technologies including but not limited to Facebook, Twitter, and blogs.  As an extension of services and resources, social media sites provide additional communication methods for the convenience of our patrons and staff in order to facilitate the sharing of ideas, opinions, and information about library-related subjects and issues. Library social media is intended to create an online space where Provo City Library users will find useful and entertaining information and can interact with Library staff and other Library users. Provo City Library reserves the right to remove comments.

Provo City Library does not collect, maintain, or otherwise use the personal information stored on any third party social media site in any way other than to communicate with users on that site, unless granted permission by users for contact outside the site. The purpose for contact outside the site may include program promotion, volunteer opportunities, reference help, or other similar activities. Users should be aware that third party websites have their own privacy policies and should proceed accordingly.

Posted content by users on social media sites can be seen by web users everywhere making all comments publicly accessible. Protect your privacy. Do not post personally identifiable information. Young people under the age of 18 should be especially cautious.

Comments posted to Library sponsored social media sites are monitored by Library staff. Posts containing the following are against Provo City Library policy and may be deleted or removed by Library staff:

1. Copyright violations
2. Plagiarized material
3. Off topic comments when a clear topic is designated
4. Commercial or personal promotion
5. Spam
6. Duplicated posts from the same individual
7. Obscene posts
8. Specific and imminent threats
9. Libelous comments
10. Organized political activity
11. Illegal items

In addition, the Provo City Library reserves the right to edit or modify any postings or comments for space or content, while retaining the intent of the original post. The Library shall also be granted the right to reproduce comments, posts, and messages in other public venues such as in a newspaper or on the Library website. Identifying information, other than first name, will be removed unless prior approval is granted by the user.

Provo City Library assumes no responsibility or liability for any event or interaction that takes place by any participant in any Library sponsored social networking service, and does not endorse content outside those sites maintained by the Provo City Library.

By choosing to post comments or any content you agree to comply with this policy.

Board of Directors 
Provo City Library
Approved April 11, 2012

UNATTENDED CHILDREN AND/OR DISRUPTIVE BEHAVIOR POLICY

Policy Statement

Parents are responsible for their children’s behavior while the children are in the library. Parents are encouraged to not leave children of insufficient age and maturity to avoid harm to themselves unattended in the library. Disruptive children nine or over will be asked to leave after receiving one warning. (Unattended means not attended by another person who is at least age nine or over.)

Child Left Unattended

1. If it is determined that a child is lost or left unattended, a staff member should bring the child to the person in charge of that department.
2. The staff person should try to identify and locate the parent or responsible adult:
   1. Walk around the library with the child, looking for the parent.           
   2. Page the child’s parent using the parent’s name if known, or the child’s name, if known. If no name is available, describe the child’s physical appearance.
   3. When the parent is located, explain firmly the library policy on unattended children.
   4. If the parent is not found in the building, a staff member should stay with the child until the parent can be located, through searching the database, phone book, BYU information, city directory. etc.
   5. If the parent has not been located within a reasonable time (15 minutes), or if the library is closing, the staff member shall call the police, and release the child to the officer’s custody upon his arrival.
   6. Under no circumstances shall a staff member take the child out of the building.
      

Disruptive Behavior

1. Disruptive Attended Children under Age Nine
   1. Children who are being disruptive will be asked by staff to behave.
   2. If the disruptive behavior continues, a staff member should inform the parent that his/her child is disturbing others.
   3. If the parent refuses or is unable to control the child, the family will be asked to leave.
      
      
2. Disruptive Unattended Children under Age Nine
   1. The staff member will ask the child to correct the behavior.
   2. If the child persists he/she will be told to sit quietly at the table closest to the Children’s Services desk.
   3. Obtain the child’s and parent’s names and attempt to locate the parent within the building. If located in the building, explain that the child is being disruptive and inform him/her of the library policy. If the parent refuses or is unable to control the child, the family will be asked to leave.
   4. If the parent cannot be located within the building, the staff member will attempt to contact the parent through searching the database, phone book, BYU information, city directory, etc. When the parent is contacted he/she will be told that the child is being disruptive, will be reminded of the library policy, and will be told he/she must pick up the child immediately. If he/she is unable to come immediately, he/she will be told the child may stay at a table close to the Children’s Services desk until picked up, but that the police as well as the parent, will be called next time.
   5. If the parent cannot be contacted within a reasonable time (15 minutes), or if the library is closing, the staff member on duty may ask the child to leave, only after making a determination that the child is old enough and mature enough to avoid reasonable harm to themselves in their travels, otherwise the police will be called.
   6. If the parent cannot be located and the child must leave (to catch a ride, e.g.), the staff member will give the child’s name, address and an account of the disruptive behavior to the Department Coordinator, who will then write the parent, describing the incident and informing him/her of the library policy.
      
      
3. Disruptive Children, Age Nine and over
   1. Tell the young person he/she is causing a disturbance and this is a warning. The next time he/she will be asked to leave.
   2. If the disruptive behavior continues, tell the youngster to leave. Follow through to insure that he/she does leave the building.
   3. If the youngster continues to be disruptive after being warned, or refuses to leave the building when asked, the police should be called to deal with the problem. (This may be the only means of determining the youngster's name and address as well so that the parents can be notified.)
   4. The Department Coordinator will contact the parents in writing, describing the incident and informing him/her of the library policy.

Staff Member Follow-up

Staff members involved in situations with disruptive persons shall document the time and circumstances in writing and give the report to their department coordinator at their earliest opportunity.

Board of Directors
Provo City Library
Approved March 18, 2010
Revised & Approved January 9, 2019