Library Policies

1.1 ACCESS TO PATRON RECORDS
CONFIDENTIALITY


The Danville Public Library maintains records for operational purposes only. Any information obtained by Library staff about Library users will be treated as confidential and released only as authorized by this policy.

VIRGINIA CODE 2.2-3705.7


The Library will not release borrowing information to any person, agency, or organization, except in response to a valid court order or subpoena, properly presented to the Library Director. Nothing in this policy shall prevent authorized library personnel from using library records in their regular duties.

1.2 LIBRARY CARD (ACCOUNT)


ELIGIBILITY AND REGISTRATION

 
All residents of the City of Danville and anyone who lives within a 50-mile radius of the Main Library (511 Patton St.) may obtain a library card. Anyone residing beyond the 50-mile radius of the Main Library is not eligible to receive a library card. 

  • An application must be completed at one of the two Library locations to receive a Library card.
  • The Library reserves the right to issue Library cards at outreach events or for other special circumstances.
  • A person accepting responsibility for either a personal or child’s Library account must provide proof of a current residential address and a valid driver’s license, state, or federal issued ID. 
  • Acceptable forms of proof of address include a utility bill, rent receipt, lease or mortgage agreement, address update from the DMV, a postmarked piece of mail delivered to the street address dated within 30 days. The information on the identification presented must match the information on Library card application.
The Library will issue only one card per person. Library staff checks the patron database before issuing a library card to an applicant. There is no minimum age requirement to apply for a Library card. Library card accounts belonging to persons under the age of 18 are linked to the library card account of the signing parent or legal guardian.

ADULT 

The Library will issue patrons age 18 and older a Library card with the required proof of identification and address.

YOUNG ADULT 

Young adult patrons aged 13 to 17 will be treated independently from other family members if they have a state-issued ID or driver’s license. If a young adult does not have a driver’s license or state-issued ID, a parent, grandparent, or legal guardian will be required to present address verification. 

CHILDREN


To obtain a children’s library card, the child must be present with their parent, grandparent or legal guardian. The adult who applies for a child card is financially responsible for the child’s library card and for returning items and paying any fees associated with the account. The adult must also have their library card at the time of applying for their child’s card. Library staff will link children’s cards to the parent, grandparent, or legal guardian’s account. 

In extenuating circumstances, legal documentation is required to transfer responsibility for a child’s library card.

TEMPORARY RESIDENCY 

A person temporarily residing within the City of Danville may apply for a temporary library card with restricted borrowing privileges. Applicants will need to provide proof of temporary residency. Forms of address verification include a letter from a landlord, shelter authority, or similar source. The Library will keep a copy of the letter on file. 
  • Temporary library cards will be updated every three months
  • Checkout limit of 5 books at a time.
  • Only books may be checked out on temporary accounts.

1.3 LIBRARY LENDING


CHECKING OUT MATERIALS AND ACCESS TO BORROWING INFORMATION 


Library patrons must present their library cards to check out materials or conduct any other Library business either in person or over the phone. 
If the card is not present during a visit, materials may be checked out one time only by presenting a state ID or driver’s license, after which the Library patron will be asked to purchase a replacement card. 

Only the parents or legal guardians of linked Library cards of minors may have access to their children’s account information. 

LIBRARY CARD IN GOOD STANDING 

A library card must be in good standing to check out any items or access public computers. 
A patron’s card must meet the following: 
  • No fees over $5
  • No overdue items 
  • Active and updated card

CHECKOUT LIMITS

The total number of items that can be checked out to an individual library card at any given time is 50, not including online access. 
The following are the check-out limits for individual formats: 
  • 5 DVDs  
  • 5 items from Overdrive/Libby per month (Online only)  
  • 5 items from Hoopla per month (Online only
  • 10 items from RB Digital per month, unlimited magazines (Online only)

LIBRARY MATERIAL LOAN PERIODS 

Materials can be borrowed for the following loan periods:
  • New Books, Audiobooks = 14 days 
  • Books, Audiobooks, New children's books, New YA books = 28 days 
  • DVDs, Museum passes = 7 days 
  • E-books, digital audio, music, videos = Varies per item (Check app for more info)

RETURNING ITEMS

Patrons may return Library materials to any Service Desk during regular hours of operation. 
Book drops are available at both locations. Items deposited in the book drops are checked in periodically throughout each business day. 

Items remain the responsibility of the borrower until they are checked in by library staff. 

RENEWING ITEMS


The loan period for an item may be extended for one of equal length one time. Renewing items is not possible on items requested for hold for another patron. Renewal of items may take place in person, over the phone, or via the library website. Items renewed after the due date will accrue late fees.

REQUESTING ITEMS TO BE PLACED ON HOLD 

 
online catalog or Library staff member to hold items that are currently in use by another Library borrower. 
  • Requested items are placed on hold in the order that they become available. 
  • The order of the patron request queue cannot be modified. 
  • Held items are made available for 3 business days. 
  • Either Library location may be requested for pickup, only the Ruby B. Archie location is available at this time. 
  • A maximum of 5 items may be requested/held at one time per card.
  • Requests for holds ensure that items become available to those waiting upon their return. 

LATE FEES 

Late fees accrue each day a Library item is late beyond the stated due date. Charges aren't applied to a patron account until after an item is checked in. Each library card account may carry a balance of up to $5 in fees before losing service privileges. The $2 replacement card fee doesn't count towards this $5 amount.

The following is the schedule of late fees: 
  • Books, CDs, Audiobooks  = $.10 per day up to a maximum of $5.
  • DVDs, Museum passes  = $1 per day up to a maximum of $15.
  • Interlibrary Loan  = $2 per day.

DEFAULT REPLACEMENT COSTS 

If an item does not have a price listed in the Library item record, the following default replacement costs will be charged for lost or damaged items:  
  • Books = $30  
  • DVDs = $20
  • Audiobooks = $50 

UNRETURNED MATERIALS


charged an amount equal to the replacement fee listed in library item records; associated late fees are waived. is withdrawn from system, it now belongs patron, and may no longer be returned.

DAMAGED MATERIALS 

Items rendered unusable to future patrons will be marked as damaged and deleted from the system, and a replacement fee will be charged to the borrowing patron. Items that have been damaged and charged a replacement fee will be held for 30 days before being discarded. Such items may be retrieved by the patron for personal use. 

REFUNDS AND REPLACEMENT 

Once a fee is paid, the Library will not issue refunds. The Library cannot accept replacement copies as payment for lost or damaged items. 

NOTICES 

It is the responsibility of the borrower to be aware of when materials are due. The failure to receive notification that materials are soon due, overdue, or have been billed replacement costs for unreturned items does not excuse associated fees. Information about due dates and renewal requests may be done either over the phone during regular business hours or online.

1.4 INTER-LIBRARY LOAN (ILL) 


Items that cannot be acquired for the library’s collection may be requested through the interlibrary service. Most libraries will not lend books published within the past twelve months, computer software, audio/video formats, reference volumes, materials housed in special collections, or fragile items. 

LOAN PERIOD 

The lending library sets the due date on the items they lend to Danville Public Library. The lending period also includes transit to and from the Library. Patrons may not renew items obtained through interlibrary loan.

COST 

A non-refundable processing fee of $2 per request is due at the time of the request. The borrower must pay in advance for any and all service charges assessed by the lending library before items are borrowed. 

2.1 PUBLIC USE COMPUTERS


PUBLIC WORKSTATIONS


The Library provides computer workstations to gain access to the Internet and for creating and editing documents free of charge for up to 1 hour per day. Public workstations automatically shut down 15 min before closing. Library staff is not able to override the shutdown process. Workstations are made available on a first come first serve basis.

PUBLIC ACCESS CATALOG (PAC) COMPUTERS


PAC Computers may be used to search the Library Catalog and are available on a first come first serve basis.

LIBRARY COMPUTER USAGE GUIDELINES:


  • Users gain access to a timed session with their Library card information and PIN number. 
  • Library card information is nontransferable, and patrons should not share their card information with others. 
  • Library cards must be in good standing. 
  • Patrons with fee restrictions on their library card may purchase a guest pass for $1 for one session 
  • As a courtesy, guest passes are issued to visitors that are ineligible for a library card. 
  • The internal sound speakers must be kept muted at all times. 
  • Users are welcome to bring personal listening devices to plug into the sound jack on the side of the computer monitor. 
  • Earbuds are available for purchase at the Circulation Desk. 
  • Additional time may not be purchased in the form of a guest pass for $2 at this time. 
  • Users are not permitted to relocate the monitor in any manner. 
  • Users are not permitted to install personal software or attempt to make setting changes. 
  • Users cannot permanently save any files to workstation drives. 
  • Users are encouraged to use external storage drives via access ports to save projects, documents, pictures, etc. 
  • External drives are available for purchase at the Circulation Desks. 
  • Computers located in the Children’s Area are for children ages 12 and under.
  • Children must be under the direct and continuous supervision of an adult when using a Library computer.
  • Adults supervising children on public computers cannot be engaged in other activities during the session. 
  • Anyone 13 or older are prohibited from using the Computer Workstations in the Children’s Area unless they are assisting a child.

2.2 INTERNET ACCESS AND ACCEPTABLE USE GUIDELINES 


The use of any computer workstation or the wireless network in the Danville Public Library constitutes an acceptance of this Internet Access and Acceptable Use Guidelines. 
  • Users reaffirm this agreement each time they access the Internet in the Library.

PROHIBITED WHILE USING THE LIBRARY’S INTERNET ACCESS: 

  • Any illegal purpose 
  • Attacks on another computer or computer network 
  • Attempting to access or cause any damage to the Library’s network or connected resources 
  • Transmitting threats or harassing others
  • Use of any unauthorized VPN, program, or tool that allows for the circumventing of content filtering
  • Access peer-to-peer file sharing or transference of large files 
  • Behavior of any kind that disturbs other library visitors or staff 

ENFORCEMENT AND CONSEQUENCES 


Failure to abide by or follow the Computer Workstation Procedures and Internet Access and Acceptable Use Guidelines may result in a loss of access privileges. 
  • Illegal or disruptive behaviors will result in immediate termination of access and may involve intervention by law enforcement. 
  • Danville Public Library staff reserves the right to terminate a session or discontinue access for any reason at any time without explanation or warning. 

2.3 CHILDREN’S ACTIVITY STATIONS 

There are several stand-alone stations including iPads in the Children’s Area of the Ruby B. Archie location that feature educational games for children. The following guidelines apply to activity stations:
  • Time limit and availability are at the discretion of library staff. 
  • Supervision of a parent or guardian is required. 
  • No external storage drives. 
  • Use is limited to the installed applications. 
  • Web browsing is not permitted 

2.4 COMPUTER LAB 


The computer lab is primarily for the use of staff to conduct programs for the public and to perform staff training when needed. Some hours may be set aside for students to access the computers during designated times for educational use. A library staff member must be present at all times when there are patrons in the computer lab.
  

GUIDELINES FOR OPEN SESSION ACCESS


  • All users of the Internet must adhere to the Library's Internet Use Policy
  • Usage is only for children ages 12 and under
  • Children must be under the direct and continuous supervision of a parent or caregiver who is at least 14 years of age.
  • One child per computer
  • Time limit is 1 hour per session
  • Additional time may not be purchased in the form of a Guest Pass for $2 at this time
  • The computer volume must remain muted
  • Ear buds are available for purchase
  • All participants are expected to keep sound and distractions to a minimum
  • The Library reserved the right to ask anyone to vacate the lab for any reason without notice
  • The Library reserved the right to close the entire lab for any reason without notice
  • No food or drink is permitted in the lab

3.1 SAFETY AND CODE OF CONDUCT


Anyone who is acting in a manner that the Library staff or other patrons perceive to be disruptive behavior may be asked to leave the Library property.

STAFF RESPONSIBILITIES

It is the responsibility of the Library staff to address safety issues and violations of the code of behavior. 
  • Library staff may contact the Police Department any time they observe any criminal acts, have concerns or questions about safety, or when asking a patron to leave the property due to the code of conduct violations. 
  • The Library reserves the right to require patrons who continue to violate the rules or commit an illegal or egregious act to leave the property.

3.2 UNATTENDED CHILDREN 


Parents or caregivers carry the responsibility for the safety and behavior of their children in the Library. 
Children under the age of 12 must have a parent or caregiver near, and in visual contact with the child. 

3.3 INTERFERENCE WITH STAFF


Patrons may not intentionally interfere with Library staff performance of duties. This behavior includes engaging in conversation or actions that monopolizes the attention of a staff member for an inappropriate period, making inappropriate personal comments, sexual advances, harassment of a physical and verbal nature, or refusing to comply with staff requests. 

3.4 VIOLATION OF LAWS


Any violation of federal, state, or local laws will be reported to the police by Library staff immediately. Library Staff is also to report any behavior or activity that may lead to the endangering of the safety of others.

4.1 PURPOSE AND GOALS


The Collection Development policy provides guidelines for the formation and growth of the collections that the Danville Public Library will maintain in support of the mission to “engage the community through access to free resources and services that enable creative thinking and lifelong learning.” 
  • The Library is responsible for providing a wide range of materials for users of all ages, backgrounds, and opinions.
The Library Bill of Rights, The Freedom to Read, and the Freedom to View adopted by the American Library Association are foundational to the development of the collections. As a forum for information and ideas, the library’s commitment is to offer diversity and a range of attitudes. Current usefulness is the determining factor in how long materials are kept, and no extraordinary effort is made to preserve or archive materials in the collection except where specifically noted.

4.2 SELECTION OF MATERIALS SELECTION CRITERIA

 
The general criteria for selecting library materials are listed below. An item does not need to meet all the following requirements to be deemed acceptable. 
  • Importance and accuracy of subject matter 
  • Relation to existing collection 
  • Represent a wide range of point of views 
  • Suitability of physical format 
  • Patron demand based on requests and usage statistics
  • Contemporary significance 
  • The reputation of the author, illustrator, producer, performer 
  • Criteria for the evaluation of children’s books and other materials for children include literary merit, quality of art and illustrations, and significant literary awards nominees and winners. 

SELECTION TOOLS 


The following are resources that the Library selectors use to find new titles for purchase. These tools offer information about the title and some also include reviews. 
  • Materials vendor provided reviews (Ingram - iPage, Midwest Tape) 
  • Well established bestseller Lists (New York Times, Amazon, Publishers Weekly) 
  • The purchasing habits of other public libraries and booksellers (Ingram - iPage) 
  • Reading enthusiast sites (Goodreads, LibraryThing) 
  • Professional journals and magazines (Library Journal, BookPage) 
  • Popular culture (TV shows, social media) 

PATRON REQUESTS

The Danville Public Library welcomes input from members of the community and the library staff regarding purchasing specific titles for the library’s collection. Specific suggestions may be submitted through a form found on the library website. The appropriate staff member will evaluate the request. 
  • The decision to add requested items to the collection will be based on the Selection Criteria, Selection Tools, and availability.

RESPONSIBILITY FOR SELECTION 


Designated staff are assigned responsibility for specific areas of the collection, under the overall direction of the Division Director of Libraries. The responsibility for selection ultimately rests with the Division Director of Libraries.

5.1 Purpose - Facilities and Services


The Library is a City of Danville facility intended primarily for the provision of library materials, services, and programs. While the Danville Public Library seeks to work cooperatively with other community organizations and may sponsor or endorse cooperative activities, the building and grounds are not available for public access, non-library-related programs, meetings, or events. The selling of products or services is not permitted in library facilities or on library grounds unless the library sponsors such activity.

5.2 Hours of Operation


Ruby B. Archie Public Library


Monday, Tuesday, Wednesday: 10AM - 7 PM Thursday: 10AM - 7PM
Friday: 10AM - 5PM
Saturday: 10AM - 2PM
Sunday: Closed

Westover Branch Library


Wednesday, Thursday: Closed
Friday: Closed
*Closed for lunch daily 1:30PM - 2PM*

5.3 Room Capacity

Auditorium


50 persons

Computer Lab


10 persons

Genealogy Room


25 persons

Maker Lab


25 persons

Story Time/Activity Room


25 persons

5.4 Meeting Room (Library Auditorium)


Library meeting room, or Auditorium, is available to rent for a fee of $15 to businesses, community groups, and organizations for educational purposes such as training classes, seminars, lectures, client consultation, and small meetings. The Auditorium is the only room that is available for rent.

Library programs receive priority in scheduling. Outside groups will be scheduled meeting times on a first-come, first served basis. Every effort will be made to avoid having to reschedule a group’s planned meeting(s), but if a conflict with a Library or City program or event develops, this may be necessary.

Reservation requests must be received at least 15 business days in advance of the desired date and time, and due to limited availability, only one reservation will be accepted at a time. Requested dates and time must fall during Library hours of operation. The Library reserves the right to cancel reservations and refund payment for any reason.

Anyone wishing to reserve the Library’s meeting room must prepay and submit a Meeting Room Application. A Facility Rental Contract must be renewed every year.

5.5 Display and Distribution of Non-Library Materials


Pamphlets, periodicals, and fliers


The Library provides a limited area for the display of marketing materials, subject to the following conditions:
Availability of library materials will take precedence;
Materials will be timely and in demand;
Documents will either be related to organizations, services, events that are from the City of Danville;
Materials will not be of a commercial or personal nature;
Documents will not endorse specific political candidates or ballot positions;

Exhibits


The Library offers artists, collectors, and organizations the opportunity to display their work to the community. Exhibit space is limited and will be provided on a first come, first serve basis and is subject to the approval of the Division Director of Libraries. Interested exhibitors must complete an Exhibit Application and Waiver Form (Please contact the Library 434-799-5195).
  
The Library shall not be held responsible and is expressly relieved from any and all liability because of injury, loss or damage to any person or property in or about the premises occurring during the exhibitor’s use of the premises.

The Library Staff may remove any non-Library exhibit for any reason and without notice.
  

5.6 Photocopying, Faxing, and Notary Service

Photocopier


A photocopier is located on the first floor of the Library and is available to be used by the public. Copier services are self-serve; there is a fee of $.10 for black/white and $.25 for color for each side of an 8.5 X 11 sheet.

PAGE 62 Danville Parks and Recreation Policies and Procedures


Faxing
Fax service is available to the public upon request. The Library will only send documents domestically and does not receive faxes. The Fax fee is as follows: $1.50 for the first page and $1 for each additional page.

Notary
Notary Public service is available for a fee of $2 per signature. Notaries are only located at the Main Library and not always on site. Anyone seeking a Notary should contact the Main Library to confirm a Notary is on duty.
  • Users must present government-issued identification that includes a photo.
Library Staff who serve as a Notary will:
  • Follow the notary laws of the State of Virginia.
  • Not provide professional advice on legal matters about notarizing documents. 
  • Reserve the right to refuse notary service at any time.

5.7 Library Programming


All Library programs require at least one goal that flows back to the mission statement. Goals should also provide a specific learning objective or the outcomes of the program.

All programming goals are to be literary or promote literacy, information literacy, digital literacy, healthy living, or creativity, critical thinking, communication, and collaboration.

Literary goals include instilling an appreciation for reading and increased knowledge of what works and authors are available.

Literacy goals include becoming a stronger reader, increase vocabulary and the ability to acquire knowledge through reading and writing.

Information literacy involves teaching skills that encourage stronger information searching and more effective evaluation of available information.

Digital literacy involves the knowledge of basic principles of computing devices, ability to engage effectively in Online communities and social networks, the skills needed to find, capture, and evaluate information. Goals related to digital literacy may include passing on information that will lead to better decision making Online and a better understanding of the ethical norms and standards of behavior in an Online environment.

Healthy Living goals promote visiting a doctor or dentist regularly, increase activity and exercise, make good food choices, and promote family and friend relationships.

Increase creativity, critical thinking, communication 
Provide opportunities to foster brainstorming, creating new worthwhile ideas, refining and evaluation of ideas, developing, implementing and communicating ideas, and becoming open and responsive to diverse perspectives within a group.

Types of Programs


Active Program: A planned, themed event, class, or performance to encourage creative thinking or lifelong learning. Active programs are carried out by library programmers, experts from the community, or contracted performers or instructors.

Passive Program: A self-guided activity is set out for participants to discover and participate in that does not involve direct interaction with Library personnel. Examples: Scavenger hunts, simple crafts or coloring sheets, guessing or voting contests.

Outreach Program: A planned, themed event or performance organized or carried out by a Library programmer that occurs in locations outside of the Library property to extend library services to those who might not be able to access it otherwise. Examples: Storytime at a daycare, a book talk at an assisted living facility, or genealogy event at the Community Market.
  
Outreach Informational: A visit by Library team member to a particular location or as part of a larger event to market library services and programs. Examples: Information booth at a health fair, table or stand at a movie theater or a talk at a civic organization meeting.

Screening: The showing of a movie or television program. Screenings should be limited in number, timely, and of works that are adaptations of books.