Library Policies

Americans with Disabilities Act

AMERICANS WITH DISABILITIES ACT

POLICY STATEMENT

 

The White Plains Public Library adheres to the Americans with Disabilities Act of 1990 that assures equal access to employment opportunities and access to all library facilities and programs. The Library has completed a self-evaluation and a compliance plan, both of which are available for review. Every attempt will be made to accommodate the needs of persons with disabilities. When a request is made for library services, staff may suggest ways that persons with disabilities help themselves, but will not refuse assistance if it is needed. If a person with disabilities notifies the Library in advance that he/she is planning to visit and what type of assistance is needed, the Library will try to arrange for library staff to be available at a mutually convenient time. For extensive or specialized assistance, an appropriate agency, such as the Lighthouse or NY School for the Deaf, may be contacted, or the Friends of the Library may be asked to supply a volunteer. The Library welcomes input from persons with disabilities about ways the Library can more completely serve them. Questions about ADA compliance and complaints or suggestions about accessibility of library facilities and programs should be made in writing to the Library Director.

WPPL AIDS FOR THE DISABLED INCLUDE: AMERICANS WITH DISABILITIES ACT

1. TTY at the Check Out Desk for hearing impaired patrons to call the Library. This device may also be used to make outgoing local and toll-free calls.
2. Hearing devices for Library programs are kept at the Reference Desk. These are for use in the Auditorium when the microphone is being used. (Staff note: Maintenance must be notified to turn on the system.)
3. Visualtek enlarger for printed material is located next to the Consumer Information Shelf. (Staff note: see Adult Services Procedure Manual for use instructions.)
4. SIRSI catalog with text enlargement is located near the Reference Desk.
5. Several magnifiers, small light with attached magnifier, book stand, lap desk, keyboard wrist support, and heavily lined paper are available at the Reference Desk. (Staff note: see plastic box under Desk.)

DEFINITIONS USED IN THE ADA:

  1. 1. The term disability means, with respect to an individual, a physical or mental impairment that substantially limits one or more major life activities of such an individual.
  2. 2. Auxiliary aids and devices include:

• Qualified interpreters or other effective means of making aurally delivered materials available to individuals with hearing impairment.
Qualified readers, taped texts or other effective means of making visually delivered materials available to individuals with visual impairment.
Acquisition or modification of equipment or devices.
Other similar services and actions. Adopted by the

White Plains Library Board of Trustees on: 4/19/00

PDF Version: Americans_with_Disabilities.pdf

Audio / Video Recordings Disclaimer

DISCLAIMER REGARDING LIBRARY AUDIO/VIDEO RECORDINGS

POLICY STATEMENT

The White Plains Public Library (WPPL) reserves the right to make visual and audio recordings on its premises at its discretion. This disclaimer is to fully inform all persons of their consent, waiver of liability, and release by entering WPPL premises, as follows: By entering Library premises, all persons:

  • a) consent to photography, audio recording, video recording and its/their release, publication, exhibition, or reproduction to be used for news, webcasts, promotional purposes, telecasts, inclusion on websites, or for any other purpose(s) at the discretion of the WPPL Board and/or designee(s);
  • b) release the WPPL Board, its officers and employees, and each and all persons involved from any liability connected with the taking, recording, digitizing, or publication of interviews, photographs, computer images, video and/or sound recordings;
  • c) waive any right to inspect or approve these materials; and,
  • d) waive all rights to any claims for payment or royalties in connection with any exhibition, streaming, webcasting, televising, or other publication of these materials, regardless of the purpose or sponsoring of such exhibiting, broadcasting, webcasting, or other publication, irrespective of whether a fee for admission or sponsorship is charged.

Adopted by the White Plains Library Board of Trustees on: 4/13/11
i:\policy\approved\audio video disclaimer
u:\policies\audio video disclaimer (read only)

PDF Version: Audio_Video_Disclaimer.pdf

Circulation Policy

CIRCULATION POLICY

POLICY STATEMENT

The Board of Trustees of the White Plains Public Library is dedicated to establishing policies that make the Library’s resources available to the broadest number of cardholders for borrowing. Library cards are required of all patrons who wish to borrow materials.

Persons who live or own property in White Plains may apply for a White Plains Library Card. Two forms of ID, one with the person’s name and current address, are required. Property owners must provide proof of property ownership. The White Plains card is honored at all Westchester public libraries and at the Westchester Community College Library.

Persons who live outside of Westchester County, but work or go to school in White Plains, may apply for a White Plains Library card. Two forms of ID are required at sign up, one with the person’s name and current address, and one with a current White Plains work or school address.

For persons who live, work, go to school, or own property elsewhere in Westchester County:

  • Library cards from other Westchester County libraries are honored at White Plains;
  • Others may obtain a 30-day temporary registration. White Plains will send the application to the home library for processing.1 Two forms of ID are required, one with the person’s name and current address, and one as proof that the person lives, works, goes to school or owns property in Westchester County.

Guest privileges are available to those residing temporarily in White Plains. Guest borrowers are limited to three items. Persons who do not live, work, go to school or own property in Westchester County may purchase a card from the Westchester Library System (WLS) for an annual registration fee. Application forms are available at our Checkout desk, which must be sent directly to WLS with payment. The card will be mailed directly from WLS and is honored at all Westchester public libraries. Non-resident registration is valid for one year.

Library cards expire every three years. Two forms of ID, one with the person’s name and current address, are required to renew the card. If a patron forgets their card, a photo ID is required to borrow materials, preferably a driver’s license or other government-issued ID.

Patrons are responsible for materials borrowed. Patrons should report lost cards immediately. Library privileges may be suspended until the borrower meets financial obligations, or if library materials are overdue. A replacement fee is $5 for adult cards and $2 for children’s cards.

Patrons may borrow only on their own cards. Patrons may not use another person’s card, even that of an immediate family member.

*Mount Vernon Library requires residents to apply for a library card in person.

 

Overdue fines are assessed for late materials and vary based on the type of material borrowed, as follows:

Fines Per Day Maximum Adult Books, audio books, Playaways, music CDs $.25 $10 Adult and teen paperbacks $.25 $5 DVDs and CD-ROMs $1 $10 Children’s books and Playaways $.10 $5 Children’s paperbacks and small books $.10 $1 Children’s Bag-A-Tales $2 $20

Patrons may request reconsideration of fines by completing a Circulation Report, available from the check out desk or online. Patrons should attach any supporting information such as overdue notices, date due slips, etc. to the form to support their explanation or concerns.

Patrons will receive a copy of the Borrower’s Guidelines at the time of registration, which provides a list of fines and other relevant circulation procedures.

 

Adopted by the White Plains Library Board of Trustees on 12/11/13.

PDF Version: Circulation-Policy.pdf

Code of Conduct

CODE OF CONDUCT

POLICY STATEMENT

The Board of Trustees of the White Plains Public Library is committed to ensuring that the Library maintains an atmosphere conducive to the enjoyment of Library facilities for all of its patrons. The Board is authorized to establish rules and regulations for the protection of Library facilities, resources, patrons, and staff. The Library Director is authorized by the Board to interpret and enforce these rules and regulations in the best interest of the citizens of the City of White Plains(1) and all of its patrons.

The following rules comprise the Library’s Code of Conduct and are applicable to all Library patrons. Patrons are expected to:

  • Behave in a lawful manner.
  • Respect others’ use and enjoyment of the Library.
  • Communicate in a civil manner to staff and other patrons.
  • Maintain clear access to aisles, stairways, walkways and seating.
  • Be fully attired.
  • Remain awake.
  • Refrain from smoking or use of smokeless tobacco products.
  • Mute the ringer on your cell phone. Loud or extended conversations should be restricted to the lobby.
  • Refrain from soliciting, distributing or posting materials.
  • Refrain from eating except in designated areas. Beverages must be covered and disposed of properly.
  • Get advance permission from the Library Director before taking video or photos.
  • Take reasonable care of Library property.
  • Refrain from skateboarding, skating, bicycling, etc. in the Library or on the Library plaza.
  • Be responsible and vigilant in securing personal belongings.
  • Bring only service animals into the Library.

The above Code of Conduct is not intended to be a complete list of expected behavior. The Library Board, the Library Director and Library staff reserve the right to take appropriate action against any other behavior which can reasonably be deemed to be offensive or disturbing to Library patrons or staff, including expulsion from the building and the loss of library privileges.(2) Any person banned from the Library may request a hearing from the Library Director or designee thereof.

The primary responsibility for insuring compliance with this Code of Conduct rests with the Library staff. Library visitors are expected to cooperate with Library staff and security personnel. Library staff is authorized to contact the White Plains Police Department, if necessary.

Revised and adopted by the White Plains Library Board of Trustees on 9/11/13.

(1) Charter, City of White Plains, Article XI, Section 273
(2) New York State Education Law, Section 362

PDF Version: Code_of_Conduct.pdf

Collection Development

COLLECTION DEVELOPMENT POLICY

POLICY STATEMENT

Purpose of the Policy
The purpose of the White Plains Public Library Collection Development Policy is to provide guidelines for acquisition and withdrawal decisions, allocation of resources and long-range planning of collection needs in accordance with the Library’s mission. The policy also serves as an instrument of communication, clarifies roles and responsibilities, and aids in staff training.

Mission Statement
The City of White Plains by its Charter provides for a Public Library within its boundaries. This commitment to public library service derives from a basic conviction that books and other materials are powerful, indispensable agents for bringing enlightenment, knowledge, encouragement and inspiration to every member of the community.

The mission of the White Plains Public Library is to offer access to and assistance in the use of the broadest possible store of recorded knowledge, experience and ideas. The Library Staff and Trustees are committed to excellence and innovation in library service and operations, consistent with the community’s ability to provide funding and support. To achieve its mission, the Library serves as a free community resource and a center of intellectual freedom that acquires, organizes and disseminates books, non-print materials and electronic resources to educate, inform and enrich.

Community Profile
White Plains is located in the County of Westchester, New York. It is a city with a residential population of 53,077 (2000 Census) and a daytime population estimated at 150,000+. Situated 25 miles north of Manhattan, it is the governmental seat and transportation hub for Westchester County and is a regional center for business, retail, government and professional services. White Plains has outstanding health maintenance and medical facilities and is headquarters to many human service agencies and nonprofits. White Plains is home to a number of colleges and universities, as well as private and parochial schools. Its public schools are rated among the best in the country by major relocation firms. 90% of its graduates go on to higher education. White Plains prides itself on being a city of neighborhoods and offers diverse recreational and cultural facilities. The City’s relatively high level of educational attainment and family income ensure a continued demand for materials on a wide variety of subjects. A list of “Fast Facts on White Plains” is included in the Appendix.

Intellectual Freedom Principles
The Library is a community forum for all points of view on current and historical issues and adheres to the principles of intellectual freedom as expressed in The Library Bills of Rights and contained within The Freedom to Read and Freedom to View Principles (see Appendix) as adopted by the American Library Association.

The Library provides free access to all materials in a variety of formats for all patrons to select or reject. The Library’s decision to acquire material does not constitute endorsement of that material’s content. It is the Library’s goal to offer access to materials that reflect the widest diversity of views and expressions, including those which may be unorthodox or unpopular with the majority and those that are controversial in nature. Patrons are free to challenge in writing the presence of materials in the Library. “Request for Reconsideration of Materials” forms are available at the Reference Desk (see Appendix). The Library opposes any attempts by individuals or groups to censor materials in its collections. Its decisions to acquire or remove materials will not be determined by partisan or doctrinal points of view.

To facilitate their use, separately housed collections for children through grade 6 are maintained in the Children’s Library. However, children are not limited to these collections and are permitted to use and borrow adult materials owned by the Library. Responsibility for a child’s use of library materials, regardless of format or content, lies with the parent or guardian, not with the Library.

Organization of the Collection Management Program
The Library Board of Trustees is by City Charter responsible “to promulgate rules and regulations for the adequate service of the library to the public” and “to purchase, sell, or exchange, improve and repair books and other library materials required for the proper operation of the library…” The Library Board is the ultimate authority to adopt library policy, delegate responsibility to the Library Director and make final decisions regarding the operation of the Library.

Through its by-laws, the Library Board vests the Library Director with responsibility for the collection management program, and the Library Director operates within a framework of policies reviewed and approved by the Library Board of Trustees. In consultation with management staff, the Library Director recommends policy and budget to carry out the collection development program, determines allocation of resources, assigns responsibility for carrying out the program and oversees results.

The Head of Internal Operations maintains contacts with major vendors, oversees the management system that tracks materials orders and expenditures, and supervises staff ordering, cataloging and preparation of materials for public use.

The Assistant Library Director oversees the materials budget and professional staff who choose which materials in all formats are added to or subtracted from the collection in accordance with established criteria. Decisions are made within the framework of Library policies and limitations of the budget.

In the Adult Services Department, the Collection Development Librarian, reporting to the Assistant Library Director, coordinates materials selection and weeding by the Adult Services librarians for the adult collection. The Assistant Library Director coordinates the selection of periodicals and electronic resources with staff assigned as team leaders in those areas.

The Manager of the Children’s Department, reporting to the Assistant Library Director, coordinates materials selection and weeding by the Children’s librarians for the children’s collection.

Collection Description
For more than 100 years, the White Plains Public Library, funded primarily by the City of White Plains, has served the community with distinction. The Library’s collection has grown from a few thousand books in a small converted house to a collection of over 500,000 items, including books, magazines, newspapers, videotapes, audiotapes, compact disks, DVDs, and CD-ROMs.

The Library acquires a broad range of print and non-print materials to accommodate the diverse tastes, reading levels, languages, viewpoints and interests of users of all ages, from the beginning to the sophisticated general reader.

Subjects are covered at an introductory through community college level. The Library is not a research-level institution, therefore specialized or scholarly materials are not collected. Such materials may be accessed in the many nearby academic or special libraries (e.g. medical or law). A textbook is purchased when it is the only or best source of information on a topic or it is a classic in the field.

The Library is constantly evaluating new technologies and remains responsive to demand for new and evolving formats. Powerful new means to disseminate software, music, books, movies, pamphlets and many other media have emerged and are evolving. It will be more critical than ever for the Library to identify and introduce new formats that are useful to patrons. With the recent explosion of electronic resources, the Library now also strives to achieve an effective balance between online and traditional print materials, onsite and remote access.

For materials the Library does not own, patrons are referred to other appropriate institutions, offered the option of interlibrary loan access, or directed to an online source.

Below is a brief description of the Library’s main collections. See Appendix for copy of recent report from the Library’s online management system as indication of each collection’s size.

ADULT MATERIALS

Express Books: Small collection of fiction and nonfiction bestsellers to meet demand and supplement the New Books collection with duplicate titles. Collection is weeded as demand wanes. Weeded books may be added to the main collection or discarded, if duplicates are not needed.

Fiction: Large collection of popular and classic fiction selected on the basis of high demand and/or literary merit. There are separate sections of genre fiction, namely, science fiction and mysteries. Multiple copies of high-demand titles are purchased.

Paperbacks: Ephemeral collection of high-interest fiction and non-fiction titles, with some duplication of titles in hard cover. Weeded as demand wanes, space gets tight or condition of materials warrants.

Large Print: Growing collection of popular fiction, classic works of literature, and nonfiction books to meet increased demand by older and/or visually impaired patrons. Weeded as demand wanes, space gets tight or condition of materials warrants.

Nonfiction: Extensive collection to support the community’s informational, educational, recreational, and cultural needs. Titles with enduring value as well as popular appeal are selected. Emphasis is on accuracy, quality and timeliness. Purchasing priorities are established annually to develop new subject areas, redevelop subject areas based on changes and developments in a field or to meet strong new patron interests.

Reference: Non-circulating materials with general coverage on a wide range of subjects to assist in answering queries at the Reference Desk and to help patrons get started on their research. In general, reference materials are consulted for quick informational look-ups, rather than read consecutively. They furnish historic or current, concise information or may serve as an index to other resources in the collection. The Library offers many excellent reference works online. Staff continue to evaluate best format for each title, instruct patrons and make them aware of both print and online alternatives.

Periodicals and Newspapers: Over 600 print subscriptions to periodicals and newspapers for informational and recreational reading. Selection and retention decisions are based on such factors as a publication’s research merit, patron demand, availability of indexing, electronic accessibility of the text, price, and space considerations. A significant amount of patron use of magazine and newspaper indexes and articles has shifted to online databases in recent years, and print copies of many titles have been discontinued. It is expected that this trend will continue in the future.

Center for Business, Jobs, and Nonprofits: The CBJN comprises several components. An extensive business reference collection serves business professionals, investors, job seekers, and entrepreneurs. The Small Business reference and circulating materials cover all aspects of starting, running and growing a business. The Job Information Center (JIC) section includes books on career exploration, test taking, and job seeking. Finally, as a Cooperating Collection of the Foundation Center in New York City, the Library furnishes a core collection of Foundation Center publications and supplementary materials for grant seekers. The scope of these collections is being expanded as the Center is further developed. The Library will look to its patrons and partners in this endeavor to evaluate new directions for growth.

Foreign Language: Growing collection of Spanish language fiction and non- fiction to meet demands of rapidly expanding Spanish-speaking community. Also, small collection of materials in French and Italian, mostly classic works of literature. Foreign language materials pose special challenges in terms of selection, ease of acquisition, cataloging and marketing. Professional staff work proactively with community partners and vendors to meet these challenges.

Literacy: Rapidly expanding collection of print, audio and video materials for new readers of English. Materials cover life skills such as job-hunting, language practice, reading and test preparation. The Library is a site for adult literacy mentoring through Literacy Volunteers and classes through its New Americans Resource Center, a cooperative project with Southern Westchester BOCES and the Westchester Library System. Library staff coordinates with these partners to ensure that this collection meets the needs of program participants.

Local History: Non-circulating collection with particular emphasis on the City of White Plains, plus limited coverage of other towns within Westchester County and the County itself. Historical materials about surrounding counties are not included. The collection includes, but is not limited to, books and pamphlets produced by local city, town and village historical societies, plus magazine and newspaper articles that are historical in nature. Further resources are available through the City of White Plains Archives which is located at the Library, but accessed by appointment through the City Clerk’s Office. The Library also coordinates with the Westchester Historical Society and other local historical societies to refer patrons and meet their needs.

Government Documents: Focus is on pertinent print materials made available by City of White Plains and Westchester County governmental departments. Length of retention is based on continued usefulness of a document as evidenced by public demand, legal requirements, and ongoing availability elsewhere. New York State, federal, and international government documents are acquired and retained on a very selective basis.

Pamphlets: The type of information formerly collected in pamphlet form is now largely available online from the web sites of companies, institutions, government agencies and public and private organizations. The Library does not maintain a print collection of these materials.

Recorded Books: Growing, high-demand collection, primarily recreational, of unabridged books on tape and compact disks, both fiction and nonfiction, popular and classic titles. Weeding tends to be vigorous based on tendency to loss and damage of these multi-part sets; lack of use is another important factor in discard decisions.

Recorded Music: Compact disk collection of instrumental and vocal recordings focuses in the following genres: classical, jazz, rock, folk, world, opera, and musicals. The collection has a mainly recreational purpose, and selection criteria include: authority and competency of producer, artistic merit, technical quality, availability, and patron requests.

Video/DVDs: Focus of this large and high-circulating collection is divided between feature films (popular and classic) and documentary and instructional materials. New releases of feature films are not added to the collection until after they have been in the marketplace for about six months. Some closed-captioning videos are available, as well as some American Sign Language (ASL) videos on a variety of subjects. Weeding is based on continued demand, condition, uniqueness and importance.

CD-ROMs: Small circulating collection of recreational and educational software reflecting patrons’ interests.

Electronic Sources: The Library, independently and in consortium with the Westchester Library System (WLS) and Westchester Academic Library Directors’ Organization (WALDO), subscribes to a growing number of electronic databases. The subscriptions are either Internet-based or delivered via CD-ROM’s mounted on the Library equipment. Depending on licensing, they may be accessed online in the Library, outside the Library via the Internet (“remote access”), or both. The collection includes but is not limited to citation and full-text periodical indexes, directories, encyclopedias, and electronic versions of print reference sources. In addition to the standard library criteria for materials selection, the following are considered: ease of use for the general public (e.g. searching, printing, downloading), amount of full text, advantages over print equivalent, vendor reputation and assistance, licensing and remote access, and technical adaptability to existing hardware.

The Library also provides access to the Internet, a global, unregulated and rapidly changing communications network. Given the impossibility of controlling access points to Internet sites, patrons are responsible for the choice of sites accessed. Internet access on adult workstations is unfiltered. Filtering software operates on Internet workstations in the Children’s Library.

YOUNG ADULT (YA) MATERIALS

Fiction: Focus is on the recreational, developmental and informational needs of youth in grades 7 and 8. Shelved in area designated YA.

Summer reading: Multiple copies of titles on summer reading booklists of middle and high schools in the City. This collection is designed to support the summer reading program in these schools, not to supply a copy of every title required by the schools to each student. Shelved in area designated YA.

College materials: To assist with college selection and applications, a small collection is maintained in the area designated YA.

Nonfiction: Geared toward youth in grades 7 through 12. Interfiled with Adult nonfiction with a special spine label. Priorities are curriculum-related materials, books on teenage development, and popular topics such as sports and music.

 

CHILDREN’S COLLECTION

The Children’s collection, housed in the Children’s Library, serves children from birth through sixth grade, as well as parents, caregivers, teachers and other professionals in service to children. The collection provides books and nonbook materials of the best available quality for recreational use, general information and elementary level curriculum support. Literary excellence, high quality of art and illustrations, and accuracy and timeliness of factual material are criteria of special importance in selecting these materials.

Special Collections: The Alice Collection, named after Carroll’s literary character from Alice in Wonderland, is a special historical, non-circulating collection of children’s literature sources serving librarians, teachers, parents, authors, students and researchers in the field. The collection concentrates on the history and criticism of children’s literature and the history and practices of children’s library services. It includes award-winning titles, books on storytelling and folklore, biographies and criticisms of children’s authors and illustrators, copies of landmark books, bibliographies and other important resources.

The Parenting Collection consists of adult guides and materials covering a wide range of topics on children from infants to teens that are of interest to parents and caregivers. Among the topics included are health and nutrition, education, child development, and family recreation. This collection is located in the Children’s Library to be accessible to busy parents and caregivers visiting the Library with their children. Some titles are also duplicated and housed in the Adult nonfiction collection.

 

General Criteria for Selection

These include, but are not limited to, the following:

  • Literary and/or artistic merit.
  • Evaluation in standard review media.
  • Reputation or qualifications of author, performer, or publisher.
  • Receipt of or nomination for major awards or prizes.
  • Accuracy, clarity, currency, and comprehensiveness.
  • Quality of art and illustrations. Especially significant for children’s materials.
  • Durability, ease of use, and ability to be housed in a library collection. Except in the case of the paperback collection, hardcover is preferred when available.
  • Demand. Demonstrated or perceived interest by patrons. An item in great demand may be purchased despite negative reviews.
  • Present and potential relevance to the community served.
  • Appropriateness. Supports library’s mission and role and relates to existing collection.
  • Price. Has value in proportion to its cost.

Selection Tools
Library staff rely on standard review sources such as Library Journal and Booklist. Other tools may include patron or staff recommendations, reviews or notices in the general media, publishers catalogs and promotional materials, as well as subject bibliographies compiled by authorities in the field. In addition, reports noting missing, overdue, or heavily requested items affect selection decisions. Materials being mended or weeded (deselected) also demonstrate what needs to be acquired. Selections are sometimes made from materials brought on site by individual sales representatives. This is done on a limited basis when higher discounts, unavailability of similar materials or need to examine actual products are critical factors.

Donations and Gifts
See “Guidelines for Donations” (Appendix).

Collection Evaluation and Maintenance
Collection evaluation and maintenance is an ongoing process. Librarians in both the Adult Services and Children’s Departments participate in a yearly appraisal of collection development goals. Library staff weed their assigned subject areas regularly to ensure that collections have current and appropriate information. This is especially important in areas such as travel, health and computers where dated information is wrong information. Professional sources such as Reference Sources for Small and Medium-sized Libraries and Public Library Catalog serve as guides in the weeding and replacement process. In addition, inventory records provided by the Library’s online circulation system are used to help assess patron demand and interest. Procedures are also in place to identify items that are lost, missing, or damaged and evaluate need for replacement or mending.

General Criteria for Weeding (also called de-selection, de-acquisition, discard) These include, but are not limited to, the following:

  • Dated material: not accurate, not reliable.
  • Condition: damaged, or missing parts.
  • Low use.
  • Too many multiple copies.
  • Ephemeral material: no enduring value.
  • Space limitations: must make room for newer materials.
  • Lost or missing (decision not to replace and to remove from library catalog).
  • Unavailable for replacement. Out-of-print.
  • Not relevant to community needs or scope of the Library’s collection.

Policy Review and Revision
This Collection Development Policy will be reviewed and updated annually.

Adopted by the White Plains Library Board of Trustees on: 10/24/01, last revision date 1/21/04 I:\policy\approved\collectiondevelopment.wpd & u:\policies\collectiondevelopment.wpd (read only)

PDF Version: Collection_Development.pdf

Computers and Internet Use

COMPUTERS & INTERNET – PUBLIC USE

As part of its mission to offer access to provide “free and open access to recorded knowledge,” the White Plains Public Library provides computers equipped with various software applications, database access and Internet access. The Library also provides a variety of instructional opportunities for the public to learn how to use these resources.

Library staff provides the following services to patrons:

  • Basic guidance in use of equipment and software and referrals to instructional resources.
  • Expert assistance with informational needs, utilizing both online and onsite resources.
  • Instructional sessions on a scheduled basis and information about these sessions.
  • Explanation and enforcement of Library rules and policies.

Yes, the Library:

  • abides by state law guaranteeing confidentiality of Library records.
  • endorses the American Library Association Bill of Rights.
  • is responsible (only) for the information provided on its own home page.
  • provides Internet workstations with limited, age-appropriate access in the The Trove Children’s Library.

No, the Library cannot:

  • monitor or control information accessed via the Internet or guarantee, through its technology or staff, that it can completely monitor or control information or images selected or accessed by children or young adults.
  • guarantee that information on the Internet is accurate.
  • be responsible for information on sites accessed from its home page.
  • guarantee privacy for individuals using its computers, which are in an open public environment.
  • be responsible for time or data lost due to hardware or software problems.

By using a public computer workstation at the White Plains Public Library, patrons agree to:

  • engage in responsible use of the Library’s equipment and electronic resources, consistent with the educational and informational purposes for which they are provided.
  • be responsible for their own use and that of their children.
  • abide by all applicable federal, state and local laws and be subject to Legal Guidelines (below).
  • abide by all Use Regulations and the Library’s Code of Conduct.
  • use only the library card issued to them to sign on to Library computers, not misrepresent themselves to other online users, engage in behavior that may jeopardize a source’s or network’s files, or seek unauthorized access to any computer system.
  • comply immediately and courteously with direction by Library staff to abide by Library policy and regulations.
Legal Guidelines
  • Patron actions that violate federal, state or local laws will be referred to the appropriate law enforcement agencies. Failure to abide by Library policies and regulations, including repeated actions that harass others or create a disturbance, may result in revocation of Internet use privileges, Library privileges, and /or criminal prosecution.
  • Patrons using the Internet may not display text or graphics defined in federal, state or local law as pornography or obscenity.
  • U.S. copyright law governs unauthorized use and distribution of copyrighted materials. Users may not copy or distribute electronic materials or software, except as permitted by the Fair Use regulation or other applicable legislation without permission of the copyright holder.
General Use Regulations

Computers are available on a first-come, first-served basis and are available during the Library’s regular hours until 10 minutes before the Library closes.

Users may reserve a computer up to seven days in advance. All computer session reservations are for 120 minutes. To make a reservation, an individual must use his/her own valid White Plains Public Library or Westchester Library System card.

No more than two persons may use a computer at the same time.

Users may not turn off, reset or reboot computers, nor otherwise attempt to circumvent any security features that are installed on the Library computers.

Classes and workshops scheduled with prior notice by the Library sometimes result in the temporary closing of the CyberSpot and CyberKids.

Email is permitted on all adult workstations (with the exception of SMTP outbound email as noted below).

Certain forms of data transfer protocols such as Telnet, BitTorrent and outbound email via SMTP (Simple Mail Transfer Protocol) are prohibited on all Library computers.

Information, text, or other data from the Internet may be printed or saved to a patron’s removable storage device, not to Library computers except temporarily for the purpose of transferring such files to removable storage. Patrons using the Library’s word processors may save their work on their own storage media, not to Library computers, again, except temporarily as previously noted. Patrons are responsible for deleting any files that they may have temporarily saved to a Library computer.. Patrons may bring in their own storage media, or they may purchase flash drives at the Check Out desk in the first floor lobby. Patrons who download or save files to their disks are responsible for verifying that these are free of computer viruses to protect their own and Library computers.

There is no charge to use Library computers. A per-page fee is charged for printing.

Library staff supervise the use of all computers and reserve the right to end any session for cause at any time.

Users must leave promptly when a session ends or when required by staff.

Additional Use Regulations

CyberSpot (Main Floor):
CyberSpot users must be in 7th grade or older. Children under 7th grade may use CyberSpot computers when working with parent or caregiver.

CyberPool (The Trove Children’s Library):
The CyberPool is reserved for children through grade 6. Parents and caregivers may use the CyberPool computers when working with their child.

As per the Library’s Code of Conduct, children under the age of eight must be accompanied by an adult.

The Library provides Internet workstations with limited, age-appropriate access in the CyberPool. Parents or guardians are responsible for use of all Library resources, including the Internet, by their children.

Library staff is available to provide limited assistance and to help identify useful sites for children exploring the Internet. In addition, the CyberPool is staffed on a scheduled basis. Printed guides and instruction books are always available. Parents, caretakers or guardians are encouraged to assist their children.

Approved by the White Plains Library Board of Trustees on 10/10/2012, last revision date 2/13/08
i:\policy\approved\computerinternet.wpd

PDF Version: Computers_and_Internet-2012.pdf

Confidentiality

CONFIDENTIALITY POLICY

POLICY STATEMENT

White Plains Public Library’s Commitment to Our Users’ Rights of Confidentiality
This privacy policy explains the steps this Library takes to respect and protect your confidentiality when you establish an account with the Library and use certain Library resources and how we deal with the personally identifiable information we collect from users.
The courts have upheld the right to privacy based on the Bill of Rights of the U.S. Constitution. New York State law signed on June 13, 1988 (CPLR 4509) details library records deemed confidential by New York State. This Library’s privacy and confidentiality policies are in compliance with applicable federal, state, and local laws.
Our commitment to your privacy and confidentiality has deep roots not only in law, but also in the ethics and practices of librarianship. In accordance with the American Library Association’s Code of Ethics: “We protect each library user’s right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired, or transmitted.”

1. Public Disclosure of the Library’s Policy

Library users have the right to be informed about the policies governing the amount and retention of personally identifiable information and about why that information is necessary for the provision of Library services.
We post publicly and openly acknowledge the confidentiality and information-gathering policies of this Library. Whenever policies change, notice of those changes is made available to our users.
We avoid creating unnecessary records, retaining records not needed for the fulfillment of the mission of the Library and practices that could place personally identifiable information on public view.

2. Information Collected by the Library

Individuals are required to provide current and valid contact information in order to establish and maintain an active account with the Library. Personally identifiable information we may gather and retain includes the following:

  • User Registration Information: Name, address, telephone number and date of birth. You may at your option provide your email address, and you may request at any time that we remove your e- mail address from your record. Additionally, we collect name of employer or school, business address, and business telephone from nonresidents. This contact information is linked to a unique Library card number that is assigned to your account.
  • Circulation Information: For each circulation transaction, such as a checkout, return or renewal, we record the individual’s Library account number, the unique item identification number and the time and date of the transaction.
  • Electronic Access: When accessing the Library’s Website, certain information is automatically recorded, including IP address of the accessing computer, type and version of the browser and operating system used to access our Website, domain name of the network from which our site was accessed, referring page, and date and time of access. In addition, some sections of our Website require that you enter personally identifying information such as your Library account number to gain access to services.
  • Onsite Public Computer Use Information: The Library collects information about public computer use, including identity of computer, date, time and length of computer session and Internet sites visited. In addition, public computers designated for Internet access require entering personally identifying information such as your Library account number to gain access to services.
  • Closed Circuit Television (CCTV) Recordings: The Library employs CCTV to ensure the physical security of the Library facility, staff and patrons.

3. How Personally Identifiable Information is Used

By registering for Library services, you agree to give the Library personally identifiable information in order to establish your account with the Library, manage your use of Library services and enable communication by the Library and its affiliates with you. Your use of Library materials, programs and services may imply additional consent.
We use your Library account to enable and manage your borrowing privileges and your access to specific services, such as use of onsite public computers or use of certain electronic resources.

We use your contact information:

  • To communicate with you regarding your account;
  • To notify you about programs, activities and services of the Library or its affiliates;
  • To provide you with services you have elected to receive, such as access to a workshop, optional e-mail notifications and services you have requested.

We may share your contact information with Library affiliates: the Friends of the Library and the White Plains Library Foundation. We do not sell, license or disclose personal information to any other third party without your consent, unless we are compelled to do so under the law or to comply with a court order.

4. Access by Users

You are required to provide current and valid contact information in order to maintain an active account with the Library. You may update the contact information in your Library account at any time in person or online. In both instances, you will be asked to verify your identity.

5. Data Integrity & Security

  • Data Integrity: The data we collect and maintain at the Library must be accurate and secure. We take reasonable steps to assure data integrity, using only reputable sources of data and updating data whenever possible.
  • Data Retention: We protect personally identifiable information from unauthorized disclosure. Records are moved to secure off-line storage once they are no longer needed to manage Library services.
  • Tracking Users: We do not ask Library visitors or Website users for personally identifiable information such as Library account number unless they are borrowing materials, requesting certain services, using Library computers or network resources, registering for programs or classes, or making remote use from outside the Library of those portions of the Library’s Website restricted to registered borrowers.
  • Third Party Security: We make every effort to ensure that Library’s contracts, licenses, and offsite computer service arrangements reflect our policies and legal obligations concerning user privacy and confidentiality. Should a third party require access to our users’ personally identifiable information, our agreements appropriately address the use, aggregation, dissemination, and sale of that information. When facilitating connections to licensed databases maintained outside the Library by third parties, we only permit third parties to access information that authenticates users as having valid accounts at the White Plains Public Library. The Library is not responsible for the privacy practices, security or content of any external Websites to which it has provided links. It is the responsibility of users to familiarize themselves with the privacy and security information of any sites they visit.
  • Security Measures: Our security measures consist of both managerial and technical policies and procedures to protect against loss and the unauthorized access, destruction, use or disclosure of data. Our managerial measures include internal organizational procedures that limit access to data and ensure that those individuals with access do not utilize the data for unauthorized purposes. Our technical security measures to prevent unauthorized access include limits on access through use of passwords and storage of data on secure servers or computers that are inaccessible from a modem or network connection.
  • Staff access to personal data: We permit only authorized Library staff with assigned confidential passwords to access personal data stored in the Library’s computer system for the purpose of performing Library work.
  • Disclaimer: The Library uses standard systems and communication methods beyond its direct control, and no guarantee can be made that transactions over the Internet or the local network, by mail or e-mail, by telephone or at a public service desk are infallibly secure and confidential. While utmost care is exercised to protect Library systems and servers from unauthorized access, no guarantee can be made that personal information is invulnerable.

6. Enforcement & Redress

The Library only uses and shares personal information as described above. We conduct periodic privacy audits to ensure that we are complying with our confidentiality policy. Library users who have questions, concerns, or complaints about the Library’s handing of their privacy and confidentiality rights may file written comments with the Library Director. We respond to these in a timely manner, and may conduct a privacy investigation or review of policy and procedures as a result of such an inquiry.
The Library Director or his/her designee is solely authorized to receive and comply with requests from law enforcement officers. Library staff and volunteers are required to refer any law enforcement inquiries to the Library Director or his/her designee. We do not make Library records available to any agency of state, federal, or local government unless a subpoena, warrant, court order is issued pursuant to law. Before complying with any such requests, legal counsel is consulted to determine the proper response.
Adopted by the White Plains Library Board of Trustees on 10/17/06
Confidentialty Policy, page 3

PDF Version: Confidentiality.pdf

Customer Service

CUSTOMER SERVICE POLICY

POLICY STATEMENT

It is the policy of White Plains Public Library to provide equitable and accessible customer service to all patrons both in person and remotely. Each staff person, regardless of job title, is responsible for providing service that respects the dignity and privacy of the library patron regardless of age, race, ethnicity, religion, nationality, gender, physical limitations, sexual orientation, or any other criteria. All staff members are empowered and expected to offer assistance.

 

All patrons can expect:
  • To find the Library and facilities clean, tidy and in good repair.
  • To find staff in highly visible locations to assist them.
  • To be acknowledged with a friendly greeting.
  • To be treated courteously and respectfully in a non-judgmental manner.
  • To receive knowledgeable and professional service, free of jargon.
  • To have their privacy respected.
  • To be treated as individuals, with unique needs.
  • To have open access to Library resources and instruction in their use.
  • To find empathetic staff members that are empowered to creatively remove barriers to library services and resolve conflict.

The Library promotes development of these behaviors through managers’ coaching, staff development and training, and patron input.

Adopted by the

White Plains Library Board of Trustees on: 3/13/13

i:\policy\approved\customer service

u:\policies\customer service (pdf)

 

PDF Version: Customer Service.pdf

Digital Video Surveillance Policy

Digital Video Surveillance Policy

 
Purpose

The Library employs video security cameras to ensure the physical security of the Library facility, staff and patrons. A sign is posted at the library entrance informing the public that security cameras are in use.

The purpose of this policy is to establish guidelines for the placement and use of video security cameras, as well as the access and retrieval of recorded digital video images at the White Plains Public Library.
 
 
Security Camera Locations

Reasonable efforts are made to safeguard the privacy of library patrons and employees. The video security cameras are positioned to record only those areas specified by the Director, and will complement other measures to maintain a safe and secure environment in compliance with Library policies. Camera locations shall not be changed or added without permission of the Director.

Cameras may be installed in locations where staff and customers would not have an expectation of privacy. Examples include common areas of the Library such as entrances, near book and media collections, public seating, and parking lots. Cameras will not be installed in areas where staff and public have a reasonable expectation of privacy, such as restrooms; nor are they positioned to identify a person’s reading, viewing or listening activities in the library.
 
 
Access to Digital Images

Recorded digital video images may contain personally identifiable information about an individual who has used any library service or borrowed any library materials (“patron information”), and will be accorded the same level of confidentiality and protection provided to library users by the White Plains Public Library’s Confidentiality Policy.

Typically, images will not be routinely monitored in real time unless specifically authorized by the Library Director.

Only the Director or Assistant Director is authorized to access the recorded digital video images in pursuit of incidents of criminal activity or violation of the Library Code of Conduct. Other staff members may be given authorization to access this equipment on a limited basis.

Occasional spot checks of the recorded data will be made by the Library’s Information Technology Manager to assure proper operation of the system and to review access procedures. The frequency of viewing and the amount of video reviewed at one time will be limited to the minimum needed to give assurance that the system is working and to verify compliance of access policies.
 
 
Use/Disclosure of Video Records

Video records and still photographs may be used by authorized individuals to identify those responsible for library policy violations, criminal activity on library property, or actions considered disruptive to normal library operations.

Video records and still records may be shared with authorized library employees when appropriate or, upon approval by the Director, other library staff to identify those suspended from library property and to maintain a safe, secure and policy-compliant environment.

Under certain circumstances, individuals authorized under this policy may use a still photograph or selected portions of recorded data to request law enforcement review for assessing the security risk of a specific individual or for investigating a crime on library property.
 
 
Law Enforcement Requesting Access to Security Camera Footage

Library staff and volunteers are required to refer any law enforcement request for security camera footage or still photographs to the Library Director, or, in his or her absence, the Assistant Director. We do not make security camera footage or still photographs available to any agency, of federal, state, or local government unless a subpoena, warrant, or court order is issued pursuant to law. Before complying with any such requests, legal counsel is consulted to determine the proper response.

In the event of a search warrant, which is executable immediately, Library Administration will comply with the search warrant and consult with legal counsel. Upon receipt of a subpoena or other court order, Library Administration shall consult with legal counsel to determine if the document is in proper form and that good cause for its issuance in a court of proper jurisdiction is demonstrated. If not, library Administration shall insist any defect be remedied before releasing records that contain patron information.
 
 
General Public Requesting Access to Security Camera Footage

Confidentiality/privacy issues prohibit the general public from viewing security camera footage. If a member of the general public wishes to obtain a copy of video footage they should make the request to the Library Director, or, in his or her absence, the Assistant Director.
 
 
Retention of Digital Images

The Library avoids creating unnecessary records, retaining records not needed for the fulfillment of the mission of the Library, as well as practices that could place personally identifiable information on public view.

Recorded digital video images are stored on hardware in a locked area in the Library. Recordings are retained for no longer than 72 hours in accordance with the Library’s records retention schedule, unless required as part of an ongoing investigation or litigation.
 
 
Adopted by the Library Board of Trustees June 11, 2014
 
PDF Version: Digital Video Surveillance Policy.pdf

Donations and Gifts

GIFTS

POLICY STATEMENT – ALL GIFTS

Gifts are welcome and encouraged, with the donor’s agreement and understanding of the following policies and conditions:

Gifts are accepted, used, loaned, displayed, donated, traded, sold or otherwise disposed of at the sole discretion of the Library. Donated items will not be returned to the donor, and the Library will not accept anything that is not an outright gift.

Every effort will be made to abide by agreements made with respect to gifts. However, because of circumstances such as ordinary wear, theft, mutilation, obsolescence and changing Library needs, no guarantee is made that any gift will be permanently displayed or kept by the Library.

Receipt given by the Library to donor is limited to a general acknowledgment of gift(s) received. Assignment of value for income tax or other purposes is the responsibility of the donor. The Library does not appraise materials for donors, nor endorse appraisals provided by donors. It is recommended that the donor make a list of any item(s) donated.

The Library reserves the right to refuse any gift, and to accept or discard any goods or materials sent unsolicited to the Library. A gift will be judged based on its suitability to the purposes and needs of the Library, the laws and regulations that govern its ownership, the Library’s ability to cover insurance and maintenance costs associated with it, whether it is in acceptable physical condition and can be used in accordance with the wishes of the donor.

 

BOOKS & OTHER MATERIALS

Donations are accepted according to guidelines established by Library Administration. Copies of guidelines are available at the Check Out Desk in the Main Lobby and on our web site. Evaluation and disposition of gift materials is the responsibility of staff and volunteers authorized by the Library Director. Gifts to be considered for the Library collection are evaluated according to the Library’s materials selection policies.

Acceptance of donated books and other materials in no way guarantees their inclusion in the Library’s collection. Most gifts are used in Friends of the White Plains Library book sales to benefit the Library, and some are discarded.

Items not accepted are: magazines (Patrons may wish to try calling area libraries or local nursing homes); old textbooks and encyclopedias; and, anything in poor physical condition. Items smelling of mildew will be refused. Such items should be discarded at home, as they are of no value as donations.

 

FURNISHINGS, EQUIPMENT, ART WORK

Acceptance is subject to recommendation of the Library Director and approval of Library Board.

Prospective donors should make written application to the Library Board regarding item(s) to be donated, including a full description of the item(s), the donor’s estimate of value, and instructions for use, if any. The Library Board’s decision will made at a regular Board meeting and communicated in writing.

Donors are encouraged to consult with the Library Director regarding items needed by the Library.

 

CASH, SECURITIES, REAL ESTATE

Undesignated gifts are preferred. Gifts contingent upon a specific purpose are subject to acceptance by the Library Board. Once accepted, designated gifts will be used so far as is practicable in accordance with such designation.

All funds received as gifts are deposited to the Library Trust Account and expended by approval of the Library Board.

For memorials and honorary gifts, acknowledgment is sent to the donor and the family of the person being recognized. Item(s) to be purchased are determined in consultation with the donor and are marked with donor plates whenever possible.

Donors are also encouraged to consider making their gifts to the White Plains Library Foundation and Friends of the White Plains Public Library.

Revised & Adopted by the White Plains Library Board of Trustees on: 4/19/00, last revision date 4/20/04

PDF Version: Gifts_and_Donations.pdf
Donations and Gifts Guidelines

Exhibits and Displays

EXHIBITS AND DISPLAYS

POLICY STATEMENT

The Library uses exhibit cases and bulletin boards in the Adult Services and Children’s departments for displays of local artwork and collections of unique, interesting, or historically significant items.

All local residents, organizations, collectors and amateur artists are invited to come forward and apply for consideration. Exhibits may consist of the work of an individual or a group. Preference is given to applicants from White Plains.

Inquiries should be made to the Head of Public Services (422-1488) for referral to appropriate library staff.

All prospective exhibitors must submit samples for review by date specified.

Exhibits and displays are selected on the basis of:

  • general interest and wide appeal
  • timeliness
  • cultural diversity
  • artistic, historic, or social merit.

Items of high value or extreme delicacy are generally not selected.

Displays are generally scheduled to remain in the Library for a calendar month.

Exhibitors agree to:

  • Complete and submit insurance forms provided by the Library by the required date;
  • Provide information describing the display for publicity purposes;
  • Set up and remove items on dates scheduled.

The Museum Gallery on the second floor of the Library is used exclusively for professional art exhibitions. These are installed on a quarterly basis in collaboration with organizations such as the Westchester Arts Council, Westchester Historical Society, area museums or individual artists of note.

STAFF PROCEDURES

THE EXHIBITS LIBRARIAN:

  • Gives application, exhibits policy, and written measurements of space available to prospective exhibitor. Shows display cases.
  • Requests sample(s) from exhibitor and reviews within specific time frame.
  • Schedules display and arranges for listing on Library calendar.
  • Sends letter of confirmation to exhibitor along with exhibits policy and insurance and publicity forms. Retains copy of letter in files.
  • Provides Public Relations Coordinator with details of exhibit, including information useful in publicizing.
  • Gives completed insurance form to Business Manager.
  • Follows up with exhibitor. Contacts a week or so in advance of set up date to confirm arrival date and set up time.
  • Notifies Maintenance staff if cases or boards need to be moved.
  • Notifies reference desk staff of exhibitor’s arrival date and time if their attention or assistance is necessary.
  • Reminds exhibitor, if necessary, of removal date.
  • Writes thank you letter to exhibitor.

Revised &Adopted by the White Plains Library Board of Trustees on: 4/19/00

PDF Version: Exhibits_and_Displays.pdf

Future Development of Library Plaza

FUTURE DEVELOPMENT OF LIBRARY PLAZA

POLICY STATEMENT

The City Charter states that the Library Board of Trustees shall have power and it shall be its duty “to have the exclusive care, custody, management and control of the public library of said city and all property pertaining thereto.” Accordingly, the Library Board considers the use, appearance, condition and development of the Library Plaza as part of its ongoing responsibility to provide environs for library service that serve the community well.

To this end, the Library Board will use the following criteria to develop and/or evaluate proposals for future uses of the Library Plaza.

Such development must:

  • be in keeping with the City’s Master Plan;
  • be coordinated with and approved by the City of White Plains, in particular, the Planning Department, Public Works Department, Capital Projects Board, Mayor and Common Council, as appropriate;
  • complement the library mission and goals;
  • meet community needs and reflect broad community interests;
  • increase appropriate public uses of the Plaza;
  • improve the appearance and public enjoyment of the Plaza;
  • maintain public safety;
  • preserve the option for first floor expansion of the library facility with appropriate buffers between neighboring buildings.

Adopted by the White Plains Library Board of Trustees on: 10/21/98

PDF Version: Plaza.pdf

Meeting Rooms

MEETING ROOMS

POLICY STATEMENT

Meeting rooms are available for:

  • a. Library Programs;
  • b. Meetings sponsored by City departments, Library-related organizations, and open public hearings sponsored by elected public officials;
  • c. Rentals by organizations for civic, cultural, intellectual or educational purposes. For the purpose of this policy, for-profit companies do not qualify as organizations.

Priority in use of meeting rooms is given to Library programs.

Meetings must be free and open to the public.

Meeting rooms are available from 9:30 a.m. until the Library closes. There is a fee for overtime use of the Library (see “Meeting Room Charges”).

Rentals may be booked on an occasional basis, no less than one month and no more than four months in advance. Rooms may not be reserved for regular meetings, (i.e. weekly, monthly, etc.).

Reservations for meeting rooms are made through the Library’s Meeting Room Coordinator (422-1493). Applicant must be an authorized adult representative of organization requesting room. Return of written application for room use confirms room rental. 50% of room rental fee is due and payable with written Application and is non- refundable. Bill for balance is rendered and due and payable after the meeting.

To cancel a room reservation, the organization renting the room must notify the Meeting Room Coordinator by telephone as soon as possible before the meeting date. If the Library closes due to an emergency (e.g., weather), all meetings are canceled. The Library will inform the media about closings. The applicant has the option to reschedule the meeting.

The organization renting the room is responsible for the conduct of the meeting, payment of fees, and reimbursing the Library for any damage to furniture, equipment, or carpets. An authorized adult representative of the organization renting the room must be in attendance at all times during the meeting. Meetings must be conducted in such a way as to not disturb Library operations.

Rooms may not be engaged for profit-making, commercial or fund-raising purposes, or by individuals. No promotional materials to solicit business may be distributed at meetings.

Rental of meeting rooms does not imply endorsement of the organizations renting rooms, their beliefs or activities. Organizations may not imply that an event or meeting is sponsored, co-sponsored or endorsed by the Library in any advertising or publicity. Except as a designation of location, the name of the Library may not be used in any publicity related to the use of meeting rooms, nor may the Library’s telephone number be placed on any publicity. The name, address, or phone number of the Library may not be used as the official address or headquarters of any organization except those affiliated with the Library.

Sign-in may not be required as condition of entry to meeting. If this information is taken, organizations must secure the permission of attendees for any future use.

Fire codes must be observed at all times. Room occupancy may not exceed legal limits and furniture and equipment may not block aisles and exits.

Smoking, alcoholic beverages, and use of cell phones are prohibited.

For an additional fee (see “Meeting Room Charges”), the Library will brew and have ready by meeting start: one urn of regular or decaf coffee and one urn of hot water. The organization renting the room is responsible for bringing milk, sugar, cups, stirrers, tea bags and any other related items. The Library does not stock these items, and is unable to provide them.

The Library does not supply porter service or storage space for supplies and equipment.

The Library has limited maintenance staff and cannot guarantee that room changes on the day of the meeting can be accommodated.

Rooms must be left neat and in good order. Trash must be disposed of in refuse containers provided.

Failure to abide by these rules may result in cancellation of a room reservation and denial of future applications to rent space.

For additional information, please contact:
Library Meeting Room Coordinator Phone: (914) 422-1493 Fax: (914) 422-1462

MEETING ROOM CHARGES

4 HOURS
(or any part thereof)
OVERTIME
(Per hour, or any part thereof
after Library closing)
AUDITORIUM
Capacity to 125. Set up theater style, table on stage for speakers, table mike, lectern & mike, two tables in back
$190 $100
ROOM A Capacity to 20. Set up conference style, chairs and tables $60 $100
ROOM B Capacity to 50. Set up theater style with 2 tables in back$150$100
COFFEE/HOT WATER $20
EQUIPMENT CHARGES

EASEL/FLIP CHART/MARKER
$15
VCR OR DVD PLAYER & MONITOR $20
SLIDE PROJECTOR
$10
OVERHEAD PROJECTOR
$10
PROJECTOR STANDFREE
SCREEN
FREE
MICROPHONE FREE
LECTERN
FREE
BLACKBOARDFREE

Please note: The Library’s piano is not available for use by outside organizations.

Room Photos

Meeting Room AMeeting Room BAuditorium

Revised & Adopted by the White Plains Library Board of Trustees on: 4/19/00, last rev. date 11/21/06 fees revised 2/5/10; fees revised 3/9/11
i:\POLICY\approved\meetingrooms.wpd & u:\policies\meetingrooms.wpd (read only)

PDF Version: Meeting_Rooms-2011.pdf

Request for Reconsideration of Materials

REQUEST FOR RECONSIDERATION OF MATERIALS

POLICY STATEMENT

The White Plains Public Library welcomes comments and suggestions regarding the continued appropriateness of materials in the collection. Suggestions will be considered and utilized by the Library in the ongoing process of collection development.

Individuals may take issue with library materials that do not support their tastes and views. Staff is available to discuss concerns and identify alternate materials that may be available. If a patron’s concern is not satisfied through discussion with staff, a formal, written request for reconsideration of materials may be submitted to the Library Director. Copies of this form are available at the reference desk or from the director’s office.

The White Plains Public Library is not a judicial body. Laws governing obscenity, subversive materials, and other questionable matters are subject to interpretation by the courts. Therefore, no challenged material will be removed solely for the complaint of obscenity or any other category covered by law until after a local court of competent jurisdiction has ruled against the material. No materials will be knowingly added to the Library collection that have been previously determined to be in non-compliance with local laws.

For a request for reconsideration to be considered, the form must be completed in full. The patron submitting the request must be a resident of White Plains and hold a valid borrower’s card. The Library Director will respond, in writing within thirty days of receipt, to the patron’s request for reconsideration. The response will indicate the action to be taken and reasons for or against the request. An item will only be evaluated for reconsideration once in a twelve-month period.

Revised & Adopted by the White Plains Library Board of Trustees on: 6/21/00

PDF Version: Request_Reconsideration.pdf

Social Media

SOCIAL MEDIA POLICY

POLICY STATEMENT

The White Plains Public Library is a dynamic, civic resource. Its mission is to enable all members of our community to engage in lifelong learning, find inspiration and build citizenship by providing:

  • free and open access to recorded knowledge,
  • personal guidance in its use, and
  • diverse opportunities for cultural exchange and exploration of ideas. In accordance with its mission, the White Plains Public Library is committed to using social media to share information about what the library offers and foster community involvement and exchange.

Social media is defined as any website or application that allows people to share information in a virtual environment. Examples include, but are not limited to, Facebook, MySpace, Twitter, Blogger, WordPress, YouTube and Flickr.

This Social Media Policy defines the WPPL’s purpose in using social media and describes parameters of the service and public use. This policy supplements and does not replace other WPPL policies.

Social media participants of all ages should be aware of recommended practices for personal safety in the virtual world. Examples are available at sites such as: http://www.google.com/familysafety/advice.html and http://www.netsmartz.org/safety/safetytips As with all other resources provided by the WPPL, parents or guardians are responsible for use by their children. The library does not act in place of a parent or guardian and is not responsible for enforcing any restrictions upon minors that a parent or guardian has placed.

User comments, posts and messages are welcome on WPPL social media accounts and services. The library reserves the right to monitor content posted on its social media web applications, websites and web accounts, and to modify or remove any content that it deems, in its sole discretion, to be abusive, offensive, defamatory, commercial or spam, in violation of copyright, trademark right or other intellectual property right of any third party, or otherwise inappropriate for the service. The library in addition reserves the right to edit or modify postings for space, while retaining the intent of the original post; and, to reproduce comments, posts and messages in other public venues (removing identifying information other than first name unless prior approval has been granted for full attribution).

The library does not collect, maintain or otherwise use personal information stored on any third party social media site. Users may add or remove themselves from the library’s “friend” or “fan” lists at their discretion, according to the capabilities offered by such third party sites. Users should be aware that third party sites have their own privacy policies and proceed accordingly. Social media applications used by the library include opt out from further contact.

The library respects the privacy of individual users, and will only make contact with an individual user when granted permission by that user, such as when a user asks for reference assistance, registers for a program, signs up for a notification or responds to an appeal.

By participating in the White Plains Public Library’s social media services, each user agrees to abide by the library’s policies and all applicable federal, state and local laws. By participating in these services, each user agrees to indemnify the White Plains Public Library and its officers and employees from and against all liabilities, judgments, damages, and costs (including attorney’s fees) that arise out of or are related to the content posted by said user.

The White Plains Public Library is not responsible for and does not endorse content other than the “pages” and “posts” created by White Plains Public Library staff on its social media services. Any views expressed by a user of the library’s social media services are those of the individual author and do not represent the official views of the White Plains Public Library.

A disclaimer referencing this and all library policies will be posted on every social network site and service associated with the White Plains Public Library.

Adopted by the White Plains Library Board of Trustees on: 3/9/11
i:\POLICY\approved\social media.wpd & u:\policies\social media.wpd (read only)

PDF Version: Socal_Media_Policy.pdf

Trustee Recruitment

TRUSTEE RECRUITMENT POLICY

This policy is designed to aid in the identification of qualified candidates for White Plains Library Board of Trustees. First and foremost, it recognizes that the White Plains Common Council makes all appointments to the Board.

The purpose of this policy is to clarify how the WPPL Board can assist the City in assuring both continuity and change in the Board, consistent with providing the best possible library service to the City of White Plains.

The responsibilities of individual Board members in trustee recruitment include:

  • Helping the Board to plan effectively for changes in its membership.
  • Advising the Board President well in advance of term expiration, of desire to stay on or leave the Board.
  • Bringing to the attention of the Board any local resident who seems particularly qualified to serve.

The responsibilities of the WPPL Board of Trustees, under its President, are to:

  • Communicate the qualifications of an ideal Board and the ideal trustee to the City.
  • Keep the City posted on Board composition, upcoming vacancies and needs in relation to community and Board demographics.
  • Identify prospective qualified candidates for Board membership, and advise same that the Board has no authority inmaking appointments.
  • Recommend to interested candidates that they apply directly to the City for consideration.
  • Follow up personally with prospective candidates after any Common Council appointments or re-appointments.

Characteristics of an ideal WPPL Board
An ideal WPPL Board should be well balance in its composition–with a blend of skills, age, sex, ethnic backgrounds, and income levels. Ideally, it should mirror the demographics of the City of White Plains. All trustees should be involved with and committed to the Library.

Characteristics of an ideal WPPL trustee
An ideal WPPL trustee is one who:

  • Is a resident of White Plains and a WPPL user.
  • Is interested in the library, the community and the Library’s relationship to the community.
  • Is able to get involved and make a contribution.
  • Has demonstrated community involvement and leadership capabilities or potential.
  • Fits the composition needs of the Board in skills, experience and competence.
  • Helps the Board match the demographics of the community.
  • Has an open mind, intellectual curiosity, and respect for the opinions of others.
  • Can work well with other Board members, the Library Director and staff members, and groups within the community.
  • Can take the initiative to establish policies for the successful operation of the Library and impartial service to all its patrons.
  • Will plan creatively, carry out plans effectively, and withstand pressures, prejudices, and provincialism.
  • Can envision continuing Library development, including internal improvement and external expansion.
  • Is devoted to the Library, its welfare, and its progress.

Adopted by the White Plains Library Board of Trustees on: 12/19/91, rev. 7/21/99

PDF Version: Trustee_Recruitment.pdf

Use of the Trove

USE OF THE TROVE POLICY

POLICY STATEMENT

The Trove, the library for children, serves children from birth through Grade 6. Young people in Grade 7 and above should use The Edge, the library for teens, located on the first floor. Adults are welcome to use The Trove if they are actively engaged in utilizing the Trove’s collection. A parent or adult caregiver must supervise children under the age of eight at all times. Children under the age of twelve must not be left unattended for any extended length of time.

Adopted by the White Plains Library Board of Trustees on: 9/11/13
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PDF Version: Use-of-the-Trove.pdf

Volunteers

VOLUNTEERS

POLICY STATEMENT

Volunteer time, talent and goodwill are invaluable assets to the Library, helping it to fulfill its mission. Volunteers strengthen and deepen the Library’s relationships throughout the City and offer citizens a way to contribute to their community, fulfill personal goals, gain new experiences, achieve a sense of satisfaction, and learn more about the Library.

Volunteers help the White Plains Public Library expand and enrich its services. Volunteers will not be used to replace the work done by paid library staff. We support the effective utilization of volunteer time as a way to:

  • Add services of value to existing programs.
  • Allow the library to expand its programs or services.
  • Promote public awareness of library services.

Volunteers may not engage in activities that could reveal confidential patron information and may not use the Integrated Library System. Adult volunteers will be recruited regardless of age, race, ethnicity, religion, nationality, gender, physical limitations, sexual orientation, or any other criteria.

Volunteers under the age of 18 must have parental approval and cannot volunteer more than four (4) hours per day. Generally, the Library will not accept volunteers under the age of 13. Youth volunteers may not work without direct supervision by a staff member.

Volunteers are expected to conduct themselves as if employed by the Library and must adhere to the personnel policies and procedures established by the City of White Plains. Library procedures, including, but not limited to, work schedules, attendance, conduct, safety, proper attire, etc., apply to all volunteers. Volunteers can be released at any time at the discretion of the Library. Neither the City nor the Library provides any medical, health, accident or worker’s compensation benefits for any volunteer.

To ensure a positive experience at the Library, the Library will:

  • Designate a staff person to administer the volunteer program.
  • Provide written position descriptions for all volunteer opportunities.
  • Make every effort to ensure that volunteers serve in positions that reflect their skills and interests while meeting the needs of the Library.
  • Provide orientation and training to prepare the volunteers to perform their duties.

The library will check references and conduct background checks where procedures call for it and has the authority to decline a volunteer application. Applications remain on file for one year if a suitable assignment is not available at the time of application.

Adopted by the White Plains Library Board of Trustees on October 9, 2013.

PDF Version: Volunteers.pdf

Our Hours:

Mon-Thu: 10am-9pm
Fri: 10am-6pm
Sat: 10am-5pm
Sun: 1pm-5pm
Closed on City Holidays

Our Full Contact Information
Contact Us:

Call us: 914-422-1400
Text us: WPPL to 66746
100 Martine Ave.
White Plains, NY 10601