ECRL Policies & Procedures

Use this accordion to view all of our policies and procedures.

Behavior- Acceptable Behavior Policy 

Policy History

Approved 9/11/23 by the East Central Regional Library Board

Acceptable Behavior Policy PDF 

Scope: This policy applies to the library building, its surrounding parking lot and sidewalks. In ECRL locations that are co-located with City facilities, the scope of this policy applies only within dedicated library spaces.

Purpose: East Central Regional Library encourages the public to use its facilities, materials and services to fulfill their informational, educational and recreational needs. To best serve all library users and staff, certain standards and rules of library behavior have been established to ensure that the library is a safe and welcoming environment for all. Library users are expected to be courteous, considerate and understanding of other users and library staff and respectful of library property and the property of others.

The Library recognizes and welcomes users of differing abilities. Nothing contained in this policy is meant to discourage library use by such individuals. Additionally, users should be advised that different areas of the library have different levels of activity and noise and act accordingly to allow for enjoyment of the library by all.

In accordance with the above, behavior becomes unacceptable when it interferes with the appropriate use of the library, the safety and security of library users or staff, staff’s ability to do their job or when it could result in damage to property.

The following is not intended to be an exhaustive list.

The library does not allow:

• Any behavior that is disruptive to library use

• Shouting, running, fighting and roughhousing

• Obscene or threatening language

• Verbal or physical harassment of library staff or other users

• Intimidation through stalking or staring

• Use of tobacco products (cigarettes, cigars, pipes, e-cigarettes, chewing tobacco)

• Engaging in sexual and/or obscene acts

• Consumption of alcoholic beverages, cannabis products or other controlled substances, or being under the influence in a manner that causes a public disturbance

• Use of sporting equipment inside the library facility

• Sleeping and/or snoring

• Not wearing proper attire, including shirt and shoes The following policies further address more specific behaviors:

• Animals in the Library Policy

• Unattended Children Policy

• Solicitation Policy

• Photo and Video Policy

• Acceptable Internet Use Policy

Enforcement: Enforcement of this policy will be conducted in fair and reasonable manner. Library staff will intervene to stop unacceptable behavior. Failure to comply with the Library’s policies or staff directives may result in removal from the library, suspension or revocation of library privileges and/or prosecution to the fullest extent of the law. Staff may tell any user who is in violation of this policy to immediately leave the Library for the day. Failure to leave at staff’s direction will be considered trespassing resulting in notification of law enforcement. Suspensions or revocation of library privileges for periods longer than a day will be made in writing by ECRL Administration.

Appeals: Appeals to suspension or revocation of library privileges may be appealed in writing to the Executive Director.

Borrowing and Access Policy

Policy History

Approved by the ECRL Board February 12, 2018

Revised and approved January 14, 2019

Revised and approved September 13, 2021

Revised and approved November 13, 2023

Borrowing and Access Policy PDF 

Borrowing and Access Policy

Individuals

A library card account is required to borrow materials and access many services from East Central Regional Library. Library cards are available at all 14 branch libraries and East Central Regional Library’s outreach locations. The first library card is free; replacement cards cost $1.00.

East Central Regional Library encourages all family members to have a library card. With permission from a parent or legal guardian, there is no minimum age to obtain a library card; however, East Central Regional Library encourages young children to be able to sign their own name before applying for a card.

Individuals applying for a library card agree to be responsible for all materials borrowed on their library card account, to notify the library immediately if the library card is lost or stolen, and to inform the library of any changes in address.

Library Card Accounts

Registration Requirements

-Residency

Residents of Aitkin, Chisago*, Isanti, Kanabec, Mille Lacs and Pine Counties – Applicants must present valid identification which includes proof of residency in one of the above counties (see identification requirements below).

*Taylors Falls in Chisago County is unaffiliated with East Central Regional Library. Residents of the City of Taylors Falls may purchase a card. (see NonResidents/Unaffiliated Libraries below)

Applicants who live in the six-county region but are unable to provide proof of residency at the time of application due to homelessness or transitory housing situations may apply for a Limited-Access Library Card.

Other Minnesota Residents (Reciprocal Borrowers)– In accordance with Minnesota Library Reciprocal Borrowing Compact, residents of participating library systems may register and use their public library card at East Central Regional Library. Residents must present their valid public library card from a participating Minnesota Library to register with East Central Regional Library. Applicants must present valid identification (see identification requirements below).

Non-Residents/Residents served by Unaffiliated Libraries – Residents of other states or those served by libraries unaffiliated with a Minnesota Regional Public Library system may purchase a East Central Regional Library card at a cost of $11.25/quarter ($45 annually). Applicants must present valid identification (see identification requirements below).

*** Reciprocal Borrowers and Non-Resident borrowers may be limited to borrowing physical items only, in accordance with the Minnesota Library Reciprocal Borrowing Compact and licensing agreements***

-Identification

Adult applicants 18 and above must show photo identification and proof of current address to receive a library card.

Minor applicants 17 and under may satisfy this requirement by presenting photo identification and proof of current address in their own name, applying with a parent or guardian who has proper identification and proof of address, or as part of an approved school class visit.

Acceptable forms of Identification:

Photo identification: government issued ID, student ID, employment identification card, etc.

Proof of address: government issued ID, printed personal check, recent utility bill, car registration, tax bill, etc.

Exceptions for those unable to present acceptable photo identification or proof of address may be granted by the Executive Director or may be eligible for a Limited-Access Library Card (see below).

Library card account expiration

Resident and Reciprocal Borrower patron accounts will require renewal every two years. Nonresident cards are subject to shorter expirations, dependent on term purchased. Library cards can be renewed in person at any branch or Outreach stop or by phone or email. All information will be verified at the time of renewal.

Suspension of Library Privileges

Accounts with more than $10.00 in fees will be considered delinquent and will have their privileges suspended. Patrons with delinquent accounts will not be able to borrow materials (physical, digital or via interlibrary loan) or use public access computers until account is returned to good standing. Access to library databases may also be limited until the account is returned to good standing.

Accounts with more than $50 in charges will be referred to Unique Management Services for collection assistance. Accounts referred for collection assistance will be charged a $10 fee.

In accordance with Minnesota Statutes 609.541, Subd. 3 and 4, accounts with items more than 105 days overdue, may be referred to the county in which the offense occurred for prosecution.

Borrowing Materials

A library card account is required to borrow materials. Patrons are encouraged to present their library card each and every time they wish to borrow materials. Understanding this may not always be possible, East Central Regional Library allows patrons to present identification or otherwise verify their identity to borrow materials in lieu of the library card.

Library items (including digital items) may not be checked out on any account with more than $10.00 in fees.

The library does not act in loco parentis and library items may be borrowed by patrons of any age. Exceptions include borrowing ECRL WiFi hotspots which, in compliance with the Children’s Internet Protection Act (CIPA), is limited to adults (18+).

Loan Periods

Most physical and digital materials may be borrowed for 3 weeks. Exceptions include a 6-week loan period for Book Club Kits, 1 week loan period for Storytime Kits, and 2-week loan period for Hotspots. Loan periods may be subject to change. Current loan periods are communicated at the time of circulation.

Renewals

Most library materials may be renewed two times for an additional 3 weeks per time. Materials requested by other borrowers and interlibrary loan items cannot be renewed. Some special items may also not be eligible for renewal.

As a courtesy, ECRL will attempt to auto renew materials three days prior to an item’s due date. An auto renew attempt will only be made once per loan period. Materials not able to be renewed will still be due on the original due date and subject to fines if not returned. Items may still be renewed by patron action or request.

Item Limits (per library card)

Checkout– A East Central Regional Library card allows you to have up to 50 physical items checked out at one time and up to 10 items each from OverDrive.

Requests– A East Central Regional Library card allows you to have up to 25 active hold requests at one time and up to 10 holds requests each from OverDrive.

East Central Regional Library staff will attempt to notify patrons of their holds. Items are held for 7 calendar days.

In compliance with Minnesota Statute 13.40, “A library may release reserved materials to a family member or other person who resides with a library patron and who is picking up the material on behalf of the patron.” East Central Regional Library will checkout materials to members of the same household. Items will be checked out on the requesting patron’s card, provided account is in good standing. Identification verifying that person is a member of the same household as the requesting patron may be required. Conversely, “A patron may request that reserved materials be released only to the patron,” and not a member of the household.

Returning Items

Items can be returned to any East Central Regional Library branch or Outreach location. Book drops are available for items returned when the library is closed. Due to the size or sensitive nature, some items may need to be returned to the circulation desk rather than via a book drop.

East Central Regional Library materials returned to other Minnesota libraries will not be considered returned unless and until they arrive at an East Central Regional Library. Most Minnesota libraries participate in the courtesy return process if they are on the Minitex Delivery System, but items may incur fines during that time.

Fees

East Central Regional Library encourages patrons to return items in good condition and in a timely manner for the enjoyment of all who use the library. We realize that things happen from time to time which prevent this. When that happens, the following fees will be assessed.

Overdues– Materials kept past the due date will accrue fines at a rate of 20 cents per day per item to a maximum $6.00 per item per each checkout or renewal.

To assist patrons in returning materials on time, patrons with an email address or text alert on record will receive a courtesy notice 3 days prior to their item being due, indicating items that did not auto renew and the new due date of those that renewed successfully. Patrons receive notice when their item is 10 days overdue either via email, text or postal mail. Failure to receive a notice does not exempt patrons from overdue charges.

Damaged Items– Patrons will be assessed a fee for any damaged item that cannot be returned to the collection.

The Library does not accept replacement copies for damaged items.

Fees for damaged items, if available, are pre-determined and a part of the item record. If not available, default fees will be assessed according to the most recent default price schedule. Notice of damaged items will be sent via postal mail to the address of record.

Lost Items– Items will be considered lost when they are 45 days overdue at which time the lost item fee is added to the patron record and a bill is mailed to the patron. Printed billing notices are sent via postal mail in compliance with Minnesota Statute 609.541 Subd. 3. According to referenced statute, 60 days after written notice, the borrower is in violation of that statute.

If an item is returned to the library less than 105 days overdue, the lost item fee will revert to the maximum overdue fee. If the item is returned to the library 105 days or more overdue, the patron will remain responsible for the lost item fee.

The Library does not accept replacement copies for lost items.

Lost item fees, if available, are pre-determined and a part of the item record. If not available, default fees will be assessed according to the most recent default price schedule.

Refunds– East Central Regional Library items paid for and later returned will be eligible for a refund of the replacement fee minus any applicable accrued fines if the item is returned in good condition less than 105 days from the due date. Refunds will be processed by East Central Regional Library Headquarters and a check will be mailed.

Interlibrary Loan

East Central Regional Library works to provide a diverse collection of materials for its users within the funds that are available to us. We recognize that users may have interest in materials that East Central Regional Library does not have in its collection and provides for access to those materials through interlibrary loan.

Free Lending Region Interlibrary Loan (MNLINK) – East Central Regional Library patrons may request materials from other libraries through interlibrary loan if an item is not owned in East Central Regional Library’s collection. There is no charge for this service. A patron may have up to 20 active interlibrary loan requests at one time. Interlibrary loan items may not be renewed, and may be subject to immediate recall.

Interlibrary loan items will be considered lost when they are 45 days overdue. Patrons will be billed and notices sent for damaged and lost items according to receipt of bill from lending library. East Central Regional Library passes all costs charged by the lending library to the East Central Regional Library patron. Patrons remain responsible for bills added, even if item is subsequently returned to the library.

Out of Free Lending Region Interlibrary Loan – At times, patrons may find that items are unavailable to borrow from our free lending region via MNLINK. In those instances, East Central Regional Library can attempt to locate and borrow the item from elsewhere in the United States, at your request.

In order to place a request outside MNLINK, a $15.00 deposit is required for each requested item. If the request is filled, the $15.00 deposit becomes a non-refundable fee. If the request is not filled, the deposit will be refunded to the patron. The patron will specify the maximum amount willing to pay; patrons will pay the actual cost of the loan, not to exceed the maximum amount willing to pay. If the actual cost exceeds the maximum amount willing to pay amount, the request will not be filled. If patron refuses the item once it has arrived, the actual cost of the loan will be applied to the East Central Regional Library card account. The $15.00 deposit will be applied to this amount.

Access to Public Computers

East Central Regional Library provides internet connected computers for use by the public at all of its branches. Internet users are reminded that their use is also governed by East Central Regional Library’s Internet Access Policy and Acceptable Internet Use Policy.

All are welcome to use our public computers.

Residents of East Central Regional Library’s six county region need a library card account for regular use of these computers. Patrons with library accounts owing more than $10.00 in fines/fees will be unable to use the public computers until the account is returned to good standing.

Regular users of East Central Regional Library’s computers are encouraged to apply for a library card account to facilitate their use of the public computers.

Guest passes are intended for limited use by those who are ineligible for an East Central Regional Library card account.

Parents or Legal Guardians may request that minor children and/or vulnerable adults are restricted from use of the public internet using the Internet Access Restriction Form.

Access to Databases

East Central Regional Library provides access to multiple databases to enhance its services. A valid East Central Regional Library card account is needed to access many of these databases. Patrons with library card accounts owing more than $10.00 in fines/fees may be unable to utilize these services until their library card account is returned to good standing.

Limited Access Library Cards

Applicants who live in the six-county region but are unable to provide proof of residency at the time of application due to homelessness or transitory housing situations may apply for a Limited-Access Library Card.

Limited-Access Library Cards are also available to vulnerable adults at a parent or legal guardian request.

The following special limitations exist for the Limited-Access Card:

• Registration Requirements – Applicant must provide contact information such as a mobile phone or email address when applying for the card.

• Checkout– A Limited-Access card allows you to have up to 3 physical items checked out at one time.

• Requests– A Limited-Access Library card allows you to have 2 active items on hold at one time. 

• Expiration – All Limited Access Library Cards will expire every 90 days. To renew a Limited-Access Library Card, applicants will need to affirm that their circumstances still do not make them eligible for a standard East Central Regional Library Card and will need to verify or update contact information.

• InterLibrary Loans (ILL) – ILL materials are unable to be borrowed with a Limited-Access Library Card.

All other borrowing and access limits and policies detailed for a standard library card account apply to the Limited-Access Library Card.

Collection Development Policy

Policy History:

Approved 2/11/19 by ECRL Board of Directors Revised and approved 11/14/22

Collection Development Policy PDF

Collection Development Policy

The purpose of this policy is to inform the public and to guide East Central Regional Library staff about the principles upon which selections are made. It provides staff the goals and guidelines to assist in choosing from a vast array of available materials and then relies upon staff judgement to responsibly execute its intent. Its primary objective is to ensure that public monies are spent wisely so that the library can provide relevant materials in sufficient supply to meet public demand and make the library a dependable resource.

All materials will be accessible to the public, limited only by necessary circulation rules. No rule will be established which would allow preferential use of library materials for any group or class of patron or which limits the use of materials by any group or class of patron, except as required by law. Free and convenient access to the world of ideas, to information, and to the creative experience is of vital importance to every citizen today.

Collection Development Goals

• To provide a diverse, broad range of cultural materials to promote an enlightened citizenship and to enrich personal lives

• To provide popular materials to support community recreation

• To provide up-to-date informational materials to support the community need for lifelong learning and continuing education

• To foster a lifelong interest in reading and discovery

• To provide support for educational, civic, and cultural activities of groups and organizations

• To collect items contributing to the knowledge of local history and/or of permanent value

• To anticipate future needs of the community and to provide thoughtful interpretations of the past

Responsibility for Selection

Ultimate responsibility for selection of materials and securing and allocating funds for materials rests with the Executive Director, who operates within the framework of budgets, policies, goals, and objectives determined by the Board of Directors. The Executive Director will delegate authority to interpret and apply the policies in daily operation to the Resource Librarian and/or to staff members responsible for selection of materials.

In applying professional judgement to selection, library staff will follow these best practices:

• Handle all requests equitably;

• Understand and respond to changing demographics, as well as societal and technological changes;

• Recognize that materials of varying complexity and format are necessary to serve all members of the community;

• Balance individual and community needs;

• Seek continuous improvement through ongoing measurement.

Method of Selection

East Central Regional Library purchases materials from a wide variety of sources. Acquisitions and selection decisions are made in a manner most efficient and cost effective for East Central Regional Library. Vendors, publishers and authors may submit written or electronic information for consideration.

East Central Regional Library does not select through unsolicited materials preview; unsolicited telephone orders, or other processes that require return of materials not selected or meetings with sales representatives. Materials sent to or given to East Central Regional Library for purchase consideration will be treated as donations and will not be acknowledged or returned.

General Criteria for Selection & Collection Priorities

To develop and maintain an excellent collection, materials are evaluated according to one or more of the following criteria. An item may be included or excluded on any one or more of the following criteria:

• Currency

• Authority

• Suitability of form for library use o The Library collection offers materials in a variety of formats, which may include materials in physical or digital format. Criteria for new formats and removal of old formats is at the discretion of the Library based on a variety of factors such as usage, cost, space, availability, accessibility, and technology longevity.

• Suitability of subject and style for intended audience

     o Materials are purchased for the independent learner rather than textbooks or other curriculum materials designed for the more formal student.

     o General treatments are chosen over those that are specialized, scholarly or primarily for professional use.

• Cost, in relation to the wise use of available resources

• Relation to existing collection and to other material on the subject

     o The Library will make available a representative selection of materials on subjects; it will not seek to acquire all the materials on any given subject. Instead the Library will attempt to provide those materials through interlibrary loan as needed.

• Favorable information in published critical reviews or bibliographies

• Requests by East Central Regional Library patrons

     o The Library welcomes requests that specific library materials be purchased for the collection from community members. Requests will be considered for purchase using the established selection procedures and the Collection Development Policy. Policy and budget may limit the ability of East Central Regional Library to provide all requested materials. A reliable review for each title is desirable before a decision is made to purchase the material for the Library collection. Whenever possible, Interlibrary Loan will be offered for items East Central Regional Library does not purchase.

• Present and potential relevance to community needs and/or local interest

Cataloging & Placement of Library Materials

East Central Regional Library participates in a library community that agrees on standards for cataloging and classification that enable greater resource sharing and accessibility.

The majority of items in the collection will not be assigned to a specific library location. The Integrated Library System in use at East Central Regional Library allows staff to float the majority of the collection. A floating item’s location will automatically be changed to the library where the item is checked in. A small number of items may be assigned and not float at the discretion of the Resource Librarian. Unless otherwise specified, materials purchased with local or grant funds designated for a specific East Central Regional Library location will be assigned to that location for at least one calendar year.

Displays of Library Materials

In efforts to raise awareness or highlight various materials, from time to time, materials owned by the library may be placed on display. Topics for displays are planned, organized and implemented by staff at each branch location, under the supervision of the Assistant Director.

Staff will select display topics, materials and accompanying resources in accordance with the following criteria:

• community needs and interests;

• format and style are suitable for intended audience;

• historical or educational significance;

• appropriateness to seasonal events or holidays;

• relation to current events;

• connection to other community or national programs, exhibitions or events;

• relation to library collections, resources, exhibits and programs.

East Central Regional Library will strive to include a wide spectrum of opinions and viewpoints in Libraryinitiated displays of materials, as well as offer displays that appeal to a range of ages, interests and information needs. Placing materials on display does not constitute an endorsement by East Central Regional Library of the content of the display or any of the views expressed in the materials on display.

Many library branches have limited space for display. While efforts will be made to place displays near the section where its materials typically are placed, displays may occasionally be placed in more central areas and/or may contain materials for multiple age groups.

Relationships to Other Libraries, Library Systems, & Library Services Affecting Collection Development

The Library recognizes resources of other libraries in the area and shall not needlessly duplicate materials. East Central Regional Library selection staff will also consider state and national holdings of materials when making retention decisions. No library is able to purchase all materials needed by its patrons; therefore, materials not owned by the Library will be requested from other libraries through statewide and national library sources. The Library will seek to broaden these sources through agreements with other libraries and groups of libraries.

Gifts

The Library recognizes that gifts are an important source of library materials, and as such, East Central Regional Library welcomes gifts of library materials or money to buy such materials. All gift materials must meet the Collection Development Policy criteria guidelines for inclusion in the Library collection.

No gifts may be accepted which impose preconditions, such as special collection status, or special circulation rules. All materials added to the East Central Regional Library collection are the property of East Central Regional Library and, therefore, subject to the same conditions as all other library materials. Once a donation is given to the Library it will not be returned. The Library reserves the right to use and dispose of gift materials and funds as seems appropriate for current needs, which may include but is not limited to, inclusion in the Library collection, offering for sale, or disposal.

Collection Management

Collection Management is the systematic evaluation of the collection designed to facilitate the repair or withdrawal of damaged, unused, or obsolete materials from the collection. East Central Regional Library staff members perform continuing analysis of the use of the collection, the needs and interests of the community, request lists, the availability of similar materials, cost and physical condition of specific volumes. These factors will be considered in determining the number of copies of each title East Central Regional Library should have and when an item should be replaced, repaired, or withdrawn. Selection staff will review all last copy removals to determine local, regional or national value. A title may be retained if it is deemed valuable on one of these levels.

As a guide, items are identified for withdrawal when they are:

• Factually inaccurate or obsolete

• Damaged or worn beyond repair

• No longer in demand as evidenced by circulation history

• Superseded by a new edition or a better title on the topic

• Of no discernible literary or topical merit

• Irrelevant to the needs of the community served

• Available elsewhere through reciprocal borrowing or interlibrary loan

Unowned Materials

The Library will not permanently house material owned by others. It may use those materials for short-term display or under the terms of a specific contract in order to gain access to material which would benefit the general public.

Intellectual Freedom

East Central Regional Library incorporates as part of this policy the Library Bill of Rights, the Freedom to Read Statement, and the Freedom to View Statement. The aforementioned documents are appendixes attached to the policy.

East Central Regional Library has the responsibility to serve all the residents of its community. It hereby adopts the philosophy that a public library will not curtail what an individual may or may not read, see, or hear. The Library strives to make available a representative selection of materials on subjects of interest to its patrons, including materials on various sides of controversial questions to enable patrons to make up their own minds about controversial subjects.

East Central Regional Library does not endorse particular beliefs or views; nor is the selection of any given material equivalent to sanction of the author’s views.

East Central Regional Library is aware that one or more persons may take issue with the selection of any specific item in the collection and/or display of library materials, and will consider any expression of opinion by patrons. However, East Central Regional Library does not undertake the task of pleasing all patrons by the elimination of items or displays selected after due deliberation under guidance of the policies expressed herein. Anticipated approval or disapproval by persons or groups will not be considered in the selection process or in the decision to place material on display.

Materials are selected on the basis of the content as a whole and without regard to the personal history of the author, composer, or producer. Each work is considered on its own merit.

Library materials will not be marked or identified by East Central Regional Library to show approval or disapproval of the contents. Materials will not be sequestered except for the purpose of protecting them from damage or theft. Selection of materials will not be inhibited by the possibility that materials may come into the possession of minors; monitoring the reading and viewing of children is entirely the responsibility of their parents or legal guardians.

Reconsideration of Materials

Any citizen may request that the Library explain its acquisition of a book or other library material. A complaint will not result in immediate removal of that item. East Central Regional Library will reconsider any material in its collection upon written request from a patron on a Request for Reconsideration form (see Appendix A). The Request for Reconsideration Form may also be used if a requested item is not selected for the collection. The Library requests that that the citizen read this policy before filling out the form.

Likewise, any citizen in the six-county region may request that the Library explain its decision regarding a topic for display of materials. A complaint will not result in the removal of the display. East Central Regional Library will reconsider its displays upon written request from a patron on the Request for Reconsideration form (see Appendix A)

Appendix A

Request for Reconsideration of Library Materials / Resources / Material Displays

The following procedures will be followed to process a “Request for Reconsideration ” 

1. The patron will initiate a “Request for Reconsideration ” with the public service staff at any branch library. The Request for Reconsideration must be filled out in its entirety and any supporting documentation that the patron wishes the library to consider must be included with submission. Forms received from individuals without residency in the library’s six-county region will not be considered. Individuals wishing for an exception the residency requirement may petition the Executive Director for an exception providing the individual explains why the individual has a vested interest in the library or community it serves. The Executive Director has the authority to grant an exception to the residency requirement. 

2. The formal complaint is forwarded to the Reconsideration Committee Chair. The Reconsideration Committee is a staff committee, appointed annually by the Executive Director. The Chair of the Reconsideration Committee will acknowledge receipt of the request for reconsideration within fifteen (15) business days and provide information on next steps to the complainant. 

3. The Reconsideration Committee will meet quarterly to review any Requests for Reconsideration received at least fifteen (15) business days before the scheduled meeting and review supporting documentation. The Resource Librarian will provide the committee with a summary on the material being reconsidered, including the rationale for its initial selection, if known. 

4. The Reconsideration Committee, at its sole discretion, may request additional information or conversations with the complainant as they consider the request. 

5. The Reconsideration Committee will respond to the complainant within ten (10) business days of their quarterly meeting regarding a decision on the request. All Reconsideration Committee decisions require the final approval of the Executive Director or their designee. 

6. If the patron is unsatisfied with the Reconsideration Committee’s decision, the patron has fifteen (15) business days to notify the Executive Director in writing of their intention to appeal the decision. A conference to discuss the decision with the patron may then be scheduled with the Executive Director to review the committee’s decision. At the conclusion of the conference, the patron will indicate if they wish to continue the appeal process. A Reconsideration Conference Form will be completed for the conference. If a conference is not desired by the complainant, the appeal will automatically move to the next step in the appeal process. 

7. The Executive Director will schedule the complainant as a part of the Board agenda at the next regularly scheduled Board meeting, unless the complainant wishes for a later appearance. Board appeals must be scheduled no later than ninety (90) days following the Reconsideration Committee’s decision. 

8. The Board of Directors will provide for up to ten (10) minutes for the complainant to present their concerns at a regularly scheduled meeting. The complainant is encouraged to submit materials in writing for the Board to consider in addition to or in lieu of any oral presentation. Written materials must be received no later than five (5) business days in advance of the meeting in which the appeal is scheduled. 

9. The Board will make a final decision on the request no later than its next regularly scheduled meeting after the appeal was heard. Notice about the decision will be sent by the Executive Director, with approval by the Board Chair, within ten (10) business days of the Board’s decision. 

10. The decision of the Board is final and remains in effect for a period of five (5) years, barring any changes to state or federal statutes that would void the decision.

Request for Reconsideration Forms are available at all libraries.

Appendix B

Adopted Intellectual Freedom Documents

1. Library Bill of Rights

2. Freedom to Read

3. Freedom to View

Appendix C

Glossary

• The word materials as it occurs in this policy has the widest possible meaning; hence it is implicit that every format, language and treatment may be included, except as noted elsewhere.

• Selection refers to the decision that must be made either to add a specific item or types of material to the collection or to retain material already in the collection. It is a means of collection development to meet patron needs and does not necessarily reflect the opinions or values of the individual selector or of the individual members of the East Central Regional Library Board of Directors.

• The words book, library materials and other synonyms as they may appear in this policy have the widest possible meaning; all forms of recorded communication, from the traditional printed forms to the latest development in audiovisual, digital and electronic formats are therefore included in this definition.

• The word collection refers to a group of books or other library materials having a common characteristic or located in one place.

• A floating collection is a group of items not housed permanently at one specific library, but instead are shelved in the library where they were most recently checked in.

Community Meeting Room Policy

Policy History

Date Approved: 08/10/26

Community Meeting Room Policy PDF

Purpose

Community Meeting Rooms are provided, in cooperation with the City or County that owns the facilities, to support East Central Regional Library’s (ECRL) mission by offering a welcoming space for educational, cultural, civic, informational, and community activities. Meeting rooms are available on an equitable basis to community organizations and the public, consistent with the principles of intellectual freedom and equal access.

Permission to use the meeting room does not constitute library sponsorship, endorsement, or approval of the beliefs, viewpoints, policies, or activities of any individual or organization.

Scope

This policy applies to general public use, including that of government agencies and organizations that are not the building owner. ECRL, its associated partners, including Friends of the Library groups and city or county building owners are exempt from this policy.

This policy addresses the use of large group community meeting spaces in stand-alone library buildings that may or may not be managed by ECRL staff. This policy does not apply to small spaces intended for individual or small group (10 or less) study, spaces used only for library programs or services, and spaces not accessible outside library hours.

Building owners may establish their own policies governing the use of meeting rooms. In the event of a conflict between the ECRL’s meeting room policy and a building owner’s policy, the building owner’s local policy will take precedence.

Definition

Solicitation for the purposes of this policy means requesting or seeking money, sales, business opportunities, or other forms of financial or commercial support from meeting attendees for private or commercial purposes. Solicitation includes, but is not limited to, selling goods or services, recruiting for commercial ventures, or conducting fundraising activities for private financial gain.

Solicitation does not include voluntary activities conducted by nonprofit organizations or community groups that are incidental to a meeting or program. Examples include providing attendees with opportunities to make charitable donations, become members, sign up as volunteers, join a mailing list, express support for a cause, or receive additional information. These activities are excluded from the definition of solicitation only if participation is entirely voluntary, attendees may decline without pressure or disruption, and the activity is not primarily commercial in nature.

Eligibility

• Community meeting rooms are available to nonprofit organizations, government agencies, civic groups, educational organizations, and other community groups.
• For-profit organizations may reserve meeting rooms where permitted.
• The individual making the reservation must be at least 18 years of age and must be present for the duration of the meeting.
• Meetings must be open to all interested members of the public unless otherwise permitted by ECRL administration.

Reservations

• Reservations are accepted on a first-come, first-served basis and are subject to room availability.
• Rooms may be reserved up to 60 days in advance (or according to local library practice).
• Reservation requests are not confirmed until approved by appropriate staff.
• Reservation times must include all setup, event, and cleanup activities.
• Groups are encouraged to notify the library as soon as possible if a reservation must be canceled.
• ECRL reserves the right to cancel reservations due to emergencies, weather-related closures, or library operational needs.

Priority of Use

Library-sponsored programs and events and meetings of the government agency (City or County) that owns the building receive priority over all other reservations. The library reserves the right to reschedule or cancel outside reservations when necessary to accommodate library operations or unforeseen circumstances.

Appropriate Use

Meeting rooms may be used for:

• Educational programs

• Civic and community meetings

• Cultural events

• Government meetings

•  Informational presentations

• Business or nonprofit organizational meetings

Meeting rooms may not be used for:

• Private parties, receptions, or social celebrations unless otherwise permitted by building owner.

• Activities that interfere with normal library operations or access.

• Illegal activities.

• Events that present a safety or security risk.

• Activities that violate library policies or local, state, or federal laws.

Groups using the meeting room must comply with the ECRL’s Acceptable Behavior Policy and all applicable library policies.

Restrictions on Use

Solicitation, as defined by this policy, is prohibited without the written permission of the Executive Director or building owner.

Users are responsible for obtaining appropriate approvals and providing the appropriate documentation in the form of permits, licenses or proof of liability insurance if any of the following activities will occur:

• Gambling

• Serving alcoholic beverages

• Programs that involve animals

• Showing a movie

Users are responsible for building access during times the library is closed.

• Doors are not to be propped open for access after library hours

• Users will ensure that they have secured access prior to library closure in accordance with local procedures and are responsible for ensuring the building is empty and secure when their meeting concludes.

Use of the community meeting room will not interfere with the normal business operations of the library. Tables, chairs and other decorations will be contained within the community room space and are not allowed in entryways, hallways or similar.

Commercial Activities

• Participants may not be charged admission to attend meetings unless specifically approved by ECRL administration or the building owner.
• Commercial sales, or the sale of goods or services are prohibited unless expressly authorized by ECRL or the building owner.
• No group may use the meeting room primarily for personal or private financial gain.

Fees

Users may be charged a rental fee, cleaning charges and/or a damage deposit based on their organizational status (non-profit, for-profit, government, etc.) based on local policies.

Publicity

Organizations using the meeting room are responsible for publicizing their own events.

Any promotional materials must clearly identify the sponsoring organization and may not imply that ECRL sponsors, endorses, or is affiliated with the event. ECRL’s logo may not be used without prior written permission.

Room Setup and Cleanup

• Groups are responsible for arranging tables and chairs as needed and returning the room to its original condition.

• All trash must be removed or placed in designated receptacles.

• Users are responsible for leaving the room clean and ready for the next reservation.

• Additional cleaning or repair costs resulting from misuse or damage may be charged to the reserving organization.

Food and Beverages

Light refreshments and nonalcoholic beverages are permitted.

Tobacco products, vaping devices, and regulated substances are prohibited in all library facilities in accordance with ECRL Acceptable Behavior Policy. Alcohol may be permitted with prior written approval and subject to appropriate law.

Equipment

Audiovisual equipment and technology may be used where available.

Groups are responsible for operating equipment unless prior arrangements have been made with library staff. ECRL is not responsible for technical difficulties that may arise during a meeting.

Children and Supervision

Groups serving children or vulnerable adults are responsible for providing adequate supervision throughout the event.

Children attending a meeting remain the responsibility of their parent, guardian, or designated caregiver.

Liability

ECRL assumes no responsibility for personal property, equipment, or materials brought into the meeting room.

The reserving individual or organization accepts responsibility for any damage to library property resulting from the meeting or event.

Policy Enforcement

Failure to comply with this policy or other library policies may result in:

• Immediate termination of the meeting.
• Cancellation of current or future reservations.
• Financial responsibility for damages or excessive cleaning.
• Suspension or revocation of meeting room privileges.

The Executive Director or designee reserves the right to interpret this policy and to make decisions regarding meeting room use that are consistent with the library’s mission, applicable law, and the safe operation of library facilities.

Related Documents

• Acceptable Behavior Policy

• Study Room Policy

• Appendix of local policies (where available)

Data Privacy and Non-Disclosure Policy

Policy History

Approved by East Central Regional Library Board, 13 July 2009

Data Privacy and Non-Disclosure Policy PDF 

ECRL Data Privacy and Non-Disclosure Policy

This policy is to be signed by each ECRL employee and placed in employee’s personnel file. The policy will also be signed by all volunteers who during the course of their volunteer duties come in contact with ECRL patron data, and filed at ECRL Headquarters.

East Central Regional Library and its employees will safeguard data collected, maintained, used or disseminated by the Library. According to Minnesota Data Practices (MN. Statutes 13.40, subd. 2 – Private Data for Library Borrowers) data is private and may not be disclosed for other than library purposes except pursuant to a court order. All library records relating to an individual library user’s use of the library and its resources are confidential. Such information includes, but is not limited to: a patron’s registration records (name, address, phone number) and a patron’s circulation records (fines, fees, items checked out).

These records may be consulted and used by library staff in the course of carrying out library operations, but will not be disclosed to others except upon the request or consent of the library user, or pursuant to a subpoena, court order or otherwise required by law. If such an instance should present itself, staff should contact their immediate supervisor, and the supervisor should in turn contact the Director, or in absence thereof, the Assistant Director.

The Minnesota Data Practices (MN. Statutes 13.40, subd. 2 – Private Data for Library Borrowers) states the following with regards to materials requested by and held for a specific patron: “a library may release reserved materials to a family member or other person who resides with a library patron and who is picking up the material on behalf of the patron. A patron may request that reserved material be released only to the patron.”

Only the Director and/or the Administrative Assistant may acknowledge any inquiries as to the dates of employment, position, salary and wage information regarding any library employee or respond to a court order or subpoena.

Employees who improperly use or disclose such information will be subject to disciplinary action, up to and including termination of employment and legal action, even if they do not actually benefit from the disclosed information.

Donation Policy

Policy History

Approved 2/11/19 by ECRL Board of Directors

Donation Policy PDF

Donation Policy

East Central Regional Library (ECRL) acknowledges the value of gifts and donations that support ECRL’s mission, future growth and development. In recognition of this, ECRL welcomes gifts of cash, securities, library materials, furnishings or real property. These gifts help enrich and improve ECRL’s locations, services, and resources. Special gifts and bequests do not take the place of public support, but enable ECRL to provide and enhance services and collections in ways not financially possible within the operating budget. Donations and other forms of support that are consistent with the organization’s mission will generally be accepted from individuals, partnerships, corporations, foundations, government agencies, or other entities.

All donations become the sole property of the library. All gifts may be used, sold, donated, or disposed of in the best interest of ECRL. Donated items will not be returned to the donor and the library will not accept any item that is not an outright gift. ECRL cannot guarantee the permanence of any gift and may decline gifts with requirements or stipulations contrary to the best interests and mission of the organization.

ECRL cannot and will not assess the value of any gifts for tax purposes but will provide a receipt or acknowledgement.

In the course of its regular fundraising activities, ECRL will accept donations of money, real property, personal property, stock and in-kind services. Certain types of gifts must be reviewed by the Executive Director and/or the Board of Directors prior to acceptance due to the special liabilities they may impose for the organization. Examples of gifts which will be subject to review include gifts of real property, personal property or securities.

Gifts of Materials

Accepting gifts and donations of materials is an important way for the public library to benefit from the generosity of the community it serves. The ECRL Collection Development Policy governs how the library handles gifts of materials.

Real estate or other personal property: ECRL will accept gifts of real property that either support or could be sold to support the mission of the Library. Such offers will be handled by the Executive Director, who in consultation with the Board of Directors will determine the suitability of the gift and the terms of acceptance. Terms of acceptance must be compatible with the Library’s mission and policies, the donor’s intent, and applicable laws.

Art & decorative objects or furnishings: In general, gifts of art objects shall be of local interest to the community, of a professional quality, well executed and in good condition. Due to ECRL branches’ limited display and storage areas and focus on our primary mission as a library and not a museum, potential donors of art & decorative objects are requested to discuss any possible gifts with the Branch Librarian and Executive Director or his/her designee. ECRL will refuse donations that are not in compliance with copyright law.

Monetary Gifts 

Ownership of all gifts directed to ECRL vests in ECRL, whether said gifts are for the benefit of ECRL generally or for some specific purpose in it. Funds designated in writing by the donor for a specific purpose or branch will be encumbered on behalf of that purpose or branch in a special account at ECRL. Undesignated gifts shall be used for such purposes as ECRL administration deems will best serve the organization’s mission and priorities. ECRL will make every attempt to honor the donor’s request; however, ECRL will act in the best interest of the organization.

ECRL may accept monetary or other gifts designated for new or improved library capital building campaigns, if authorized by the ECRL Board of Directors. Such gifts will remain under the fiduciary control of ECRL and will be used in consultation with the local entity that owns the building.

Acknowledgements

Monetary gifts shall be acknowledged by a personal note to the donor from the Executive Director or an appropriate representative of the library. If requested, in instances where the gift is in honor or memory of a third party or individual, a letter may be sent to the honoree or to their family to let them know about the tribute. A letter of acknowledgement goes to the donor as well.

Significant donations (valued at $10,000 or more) may be acknowledged with donor plaques or similar permanent recognition. It shall be the final decision of Executive Director as to whether recognition will be affixed to or near an item, or whether the donation will be recognized in some other location or fashion. A record of such donations will be kept at ECRL’s administrative offices.

Exam Proctoring Policy

Policy History

Date Approved: 8/10/26

Purpose

East Central Regional Library (ECRL) offers exam proctoring services as a courtesy to students enrolled in accredited educational institutions, professional certification programs, and other approved testing organizations. The library strives to support lifelong learning while ensuring that proctoring services do not interfere with normal library operations.

Scope

This policy applies to all East Central Regional Library branch locations.

Availability

1. Proctoring services are available by appointment only.
2. Appointments must be scheduled at least 48 hours in advance.
3. Proctoring services are subject to staff availability and library operating hours. All tests must be completed at least 30 minutes prior to library closing.
4. The library reserves the right to decline any proctoring request that cannot be reasonably accommodated.

Student Responsibilities

The student is responsible for:

1. Verifying that the testing institution will accept a public library staff member as a proctor as staff’s academic credentials vary.
2. Submitting all required proctoring forms and instructions to the library before the exam date.
3. Scheduling the exam appointment with library staff. Exams will only be scheduled during regular library hours.
4. Providing valid government-issued photo identification on the day of the exam.
5. Ensuring that all exam materials, passwords, software requirements, and instructions are received by the library prior to the testing appointment.
6. Paying any fees associated with the examination or testing platform, if applicable, including associated costs for printing, copying or faxing if needed in accordance with library procedures.
7. Arriving on time for the scheduled appointment.
8. Ensuring that the library facility and testing location will meet their needs prior to scheduling the exam and reserving study rooms or public computers, if available, in accordance with library procedures.

Failure to meet these requirements may result in rescheduling or cancellation of the exam session.

Library Responsibilities

Library staff will:

1. Verify the student’s identity using an approved photo ID.
2. Monitor the examination as specified by the testing institution, within reasonable limits. Due to staff limitations, ECRL is unable to accommodate exams that require continuous monitoring.
3. Follow testing instructions provided by the institution when feasible. Due to staff limitations, ECRL is unable to accommodate exams with excessive proctoring instructions.
4. Return completed examinations or required documentation according to the institution’s instructions. Exams may be returned via USPS if the student provides a postage-paid envelope. ECRL is unable to accommodate exams that require return via FedEx, UPS, or another commercial carrier.

The library does not guarantee uninterrupted internet access, electrical service, computer functionality, or technical support beyond basic assistance.

Exam Conditions

1. Students must comply with all library policies and behavioral expectations during the examination.
2. Personal belongings, electronic devices, notes, and other materials may be restricted according to testing requirements.
3. Food, beverages, and disruptive behavior are prohibited during testing.
4. Students may not receive assistance from library staff regarding exam content.

Online Exams

1. Students taking online exams are responsible for ensuring that the testing platform is compatible with library equipment.
2. ECRL is unable to accommodate exams requiring software installation, administrative computer access, video recording software, browser lockdown software, or continuous monitoring systems.
3. Public computers are unable to be modified for testing purposes. This includes modification of computer settings.
4. ECRL encourages students to bring their own equipment if allowed.

Fees

The library does not charge a proctoring fee.

Limitations of Service

1. Proctoring services are provided as a courtesy and may be discontinued at any time.
2. The library is not responsible for delays caused by technical difficulties, internet outages, equipment failures, weather-related closures, or other circumstances beyond its control.
3. The library reserves the right to terminate an exam session if a student violates testing requirements, library policies, or staff instructions.

Confidentiality

Library staff will make reasonable efforts to maintain the confidentiality of examination materials and student information in accordance with applicable privacy laws and library policies.

Related Documents

• Fee Schedule
• Acceptable Behavior Policy
• Printing, Copying, Scanning and Fax Services Policy
• Internet Access Policy

Photography and Video Policy

Policy History

Approved by ECRL Board of Directors 1/14/19

Photography and Video Policy PDF

East Central Regional Library Photography and Video Policy

1. The Executive Director, or in the Director’s absence, the Assistant Director, must preapprove commercial photography, filming or photography requiring lights or other equipment, taking place in ECRL libraries. All requests should be made in writing and at least three days in advance. 
2. The public areas in East Central Regional Library’s branches are part of the public environment and therefore, casual noncommercial photography intended to record a visit is permitted, provided that such photography does not interfere in any way with Library operations or patrons or require additional equipment such as lighting.
3. East Central Regional Library reserves the right to utilize photographs or video taken at the library and during library events, classes and activities. All library patrons consent to the use of their photo being taken at the library or during library events, unless they inform staff of an objection to such use. Images may be used by East Central Regional Library for educational or promotional purposes in print, online and video. Photos, images, and videos submitted by users for online galleries or contests may also be used by the Library for promotional purposes. If a library patron does not wish himself/herself or his/her child to be photographed or recorded, the customer must notify library staff. To ensure the privacy of individuals and children, images will not be identified using full names without approval from the photographed subject, parent, or legal guardian.
4. Security cameras may be in use at some ECRL locations. The East Central Regional Library Security Audio-Visual Policy governs the use of security camera footage. Individuals are unable to opt out of security camera monitoring and recording.

The following sign shall be posted in our libraries and/or meeting rooms where applicable.

The East Central Regional Library reserves the right to utilize photographs or video taken at the library for publicity purposes in print materials and online. All library patrons consent to the use of their photo being taken at the library or during library events, unless they inform staff of an objection to such use. No names will be utilized in conjunction with photos without consent.

If you do not want us to use a photo or video of you or your child, please notify Library staff.

Political Activity Policy

Policy History

Approved: 14 Mar 2016

Political Activity Policy PDF

Political Activity Policy

Purpose

To comply with state laws and guidelines that restrict the use of government property in political campaign activities in support of or in opposition to candidates or issues, including employee involvement during hours of employment.

Policy

East Central Regional Library encourages employees to register to vote and exercise their franchise right to vote in local, state, and national elections.

Specific endorsement or non-endorsement of candidates or issues or partisan statements cannot be posted or displayed in ECRL branch or Headquarters facilities, including individual office space, or on library property owned by the city or county. Nor can the same be posted in or on ECRL owned vehicles. ECRL vehicles may not be used for partisan political activity.

East Central Regional Library employees, directly or indirectly, during hours of employment may not solicit or receive funds for political purposes.

East Central Regional Library employees should refrain from discussion of partisan political issues in public areas and in administrative areas where such discourse would create an uncomfortable environment for others with differing opinions. Likewise, employees should discourage political discussion by volunteers or support groups while engaged in library business.

ECRL equipment, such as but not limited to photocopy machines, computers, network use including email, telephones, fax machines, or other equipment or supplies may not be used on behalf of or against any candidate for public office, political party, or political action committee.

ECRL employees may participate in political activity outside their employment, but shall not allow their interest in a particular party, candidate or political issue to affect the objectivity of quality library service.

See also Solicitation Policy regarding campaign materials and activity.

The library collects only the minimum personal information necessary to provide effective services for its users. Library account data is never sold to any third-party vendors. It is shared with select vendors specifically vetted by the library for the purpose of providing library notifications, which is optional. This may include mail, e-mail, text (SMS), phone or other methods of communication. The library also collects data for statistical purposes containing no personally identifiable information. Personal information and mobile numbers collected through opt-in will not be shared, sold or rented with third parties for marketing purposes.

The library offers a number of options for notifications and/or communications. Phone numbers may be used to notify via phone calls or SMS/text messages, if applicable. Another option is via email. To receive these notices, you may opt-in by selecting your preferred notification method when opening an account, notifying staff any time after that, or changing your preferences in your account. You may also opt-out at any time from notifications by following the directions in the messages for unsubscribing, or by contacting us at communications@ecrlib.org, or talking to staff during business hours. After opting out, you may receive a final confirmation message. Please allow a reasonable amount of time for your opt-out request to be processed. If you choose to re-subscribe, you can do so by following the opt-in process again.

Messaging Terms and Conditions

1. East Central Regional Library occasionally contacts registered patrons via SMS or Text Messaging. Personal information will not be shared with third parties for marketing purposes.
2. The types of messages the library may send includes but is not limited to customer care/account notifications, such as overdue notices, holds notices, etc.
3. Message frequency may vary.
4. Message and data rates may apply.
5. For support, text HELP for help, email at communications@ecrlib.org
6. To opt-out, text STOP to cancel, log in to your account to change notice preference, or speak with a staff member.
7. Failure to receive a library account notice does not waive patron responsibility for the timely return of library materials.

Programming Policy

Public Comment Policy 

Policy History

Approved 12/12/22 by the ECRL Board of Directors

Public Comment Policy PDF 

East Central Regional Library Public Comment Policy 

The East Central Regional Library Board of Directors (“Board”) welcomes public input at its meetings. The Board further recognizes both the importance of public comment on issues before the Board and the ability of the members of the community to express their views on matters of relevance to the Library.

Persons are strongly encouraged to discuss their comments and concerns with the appropriate library staff members or administrators before directing such comments to the entire Board during a meeting. In particular, no persons shall verbally initiate charges or complaints against individual employees of the library or challenge materials owned by the library. All such charges, complaints, or challenges must follow Library policies and be directed to the Executive Director or their designee, in writing, and signed by the complainant.

The Board is committed to conducting its meetings in a civil, orderly, efficient and productive manner that will allow the Board’s regular business to be completed in a reasonable period of time while allotting a fair and adequate opportunity for public input. Consequently, public participation at Board meetings will be governed by the following principles:

1. Public participation at Board meetings is limited to the public comment portion of the meeting as indicated in the agenda. At all other times during a Board meeting, the audience will not be recognized by the Board unless specifically requested to do so by the President of the board (or other presiding officer). Undue interruption or other interference with the orderly conduct of Board business will not be permitted.
2. Persons wishing to address the Board should be physically present and register their names, county of residence, and topic on the sign-in sheet which will be provided at the meetings. Comments should be as brief as possible and relate to public library matters. Speakers must fill out the sign-in sheet before they will be recognized. If time is limited, preference will be given to persons residing in the six-county region served by ECRL.
3. Persons unable to be physically present at a meeting may address the Board in writing. Such communication can be mailed or emailed and should reach the library at least five (5) business days in advance of a meeting. Communication received after that deadline may not be provided to the Board until their next meeting.
4. Routinely, each person addressing the Board is limited to two minutes. This time limit may be modified at the discretion of the Board President (or other presiding officer) in order to ensure an orderly and productive meeting. A maximum of twenty (20) minutes of public participation will be permitted at each meeting. The President will designate a Library staff member who will keep track of the time.
5. The President will attempt to balance time for opposing views and different topics and attempt to allow speakers that have not recently addressed the Board. Persons addressing the Board may not speak on the same topic more than once per quarter.
6. Persons addressing the Board are expected to observe a level of civility and decorum appropriate for a public meeting, and refrain from vulgar, profane, or harassing and/or personal attacks. The President of the Board (or other presiding officer) may terminate any presentation deemed not to adhere to these standards.
7. An immediate response from the Board will not be provided.

Failure to adhere to these principles may result in removal from the meeting. A copy of these guidelines will be placed next to the sign-in sheet made available to members of the public.

Public Data Request Form and Procedure PDF here

Public Print Policy PDF here

Request for reconsideration of library material form here

Security Audio-Visual Policy PDF here

Service Animal Policy PDF  here

Social Media Policy

Policy History

Approved 02/08/21 

Social Media Policy PDF

Objective 

East Central Regional Library will use online and social media channels to extend the library’s welcoming and supportive service environment online in a manner which is consistent with ECRL’s mission, vision, and values. Social media is intended to create a welcoming space where library users will find useful, accurate, and entertaining information as well as opportunities to interact with staff and others. This policy sets out requirements and guidance to ECRL employees, external contributors, and members of the public who engage in ECRL’s online and social media channels, outlining requirements for content, roles, responsibilities, and legal obligations. 

This policy is meant to provide clarity and guidance to the unique considerations associated with online and social media communications, and operates in collaboration with federal, state, and local legislation as well as ECRL policies and procedures, including but not limited to the Acceptable Behavior, Data Privacy and Non-Disclosure, Internet Acceptable Use, and Internet Access policies.

Policy 

Social media is defined as any web application, site, or account created and maintained by ECRL which facilitates an interactive online environment between library staff and library users.  This includes, but is not limited to Facebook, Twitter, Instagram, library-created blogs, and any other online community the library may be part of in the future. 

East Central Regional Library will use online and social media channels to encourage community involvement and provide a welcoming and supportive service environment online in a manner which is consistent with ECRL’s mission, vision, and values. 

Public Posts 

Comments, posts, and messages are welcome on the library’s social networking sites. While the library recognizes and respects differences in opinion, all such interactions will be regularly monitored and reviewed for content and relevancy. ECRL reserves the right to refrain from posting user submissions or comments or to remove them at any time. 

Rules for Public Comments and Posts 

• Stay on topic. 
• Comments and posts should be library related. 
• Duplicate posts from the same individual will be deleted. 
• Don’t include personal information about yourself or others. The library discourages individuals from posting personal information and reserves the right to remove any posts with personal information. 
• The library is not responsible for user-generated content. A posted comment is the opinion of the user only, and publication of a comment does not imply endorsement or agreement by East Central Regional Library.
• Spam and commercial content will be removed. The library will remove posts or comments used for campaigns, religious or commercial purposes, or for soliciting funds. Gratuitous links to sites are viewed as spam and will result in the comment being removed. Repeat offenders may be banned. 
• Individuals should not post anything that they do not have the right to post. The library follows a notice-and-takedown procedure for complaints of copyright violation under the Digital Millennium Copyright Act. 
• Posts containing offensive, obscene, threatening or abusive language, or hate speech are strictly prohibited and will be deleted. Authorities may be contacted. 
• Users must abide by ECRL policies, including Acceptable Behavior and Internet Acceptable Use policies. 
• ECRL maintains the right to block individual users on a social media account if, upon investigation, they are found to be in violation of this or any other relevant ECRL policy. 
• Users may report concerns. Moderators will review those concerns as soon as possible. 

By commenting and posting, users agree to these rules.

To ensure that users are aware of this policy and standards for blocking a user, the following statement shall be posted to each social media account and website:

“Due to ECRL’s social media policies, users who continuously post content that disregards said policies will be blocked. ECRL policies can be found at: www.ecrlib.org/about/policies-and-procedures.”

Staff Postings

Through their presence in ECRL’s online communities, library employees facilitate communication, provide information services, and offer customer service to library users. ECRL has a designated team of social media administrators who are responsible for creating posts and for monitoring and responding to public comments, posts, and questions. Library staff and representatives are committed to high standards of ethical and professional communication and information-sharing, and these standards shall continue in the online environment. Postings, comments, and all online content shall reflect the mission and vision of ECRL.

Staff shall abide by the ECRL Data Privacy Policy, and not share information considered protected or confidential.

An employee who becomes aware of an online incident or any content on an ECRL channel that contravenes this policy or any other ECRL policy must report it to a supervisor in a timely fashion.

The following ECRL employees, or their designees, have the authority to manage social media accounts:

Executive Director

Assistant Director

Resource Librarian Programming Librarian

Outside Organizations

ECRL will use social media channels in partnership with organizations to promote messages and create awareness. This includes:

• Promote events/programs being hosted by ECRL.
• Promote events/programs that align with ECRL’s mission and values.
• Promote events/programs in which ECRL is a partner.

Outside organizations promoting events being hosted by ECRL through social media will:

• Always direct posts back to ECRL.
• Link to appropriate ECRL social media account(s) and website.
• Adhere to ECRL’s social media policy.

Staff On and Off-Duty Social Media Use

On duty

Use of personal social media by employees while at work falls under ECRL Personnel Policy #608 governing the personal use of all organizational electronic equipment and network resources, and shall be kept to a minimum, shall not interfere with job-related duties or take time for which the employee is being paid. Additionally, employees should be aware that use of organizational equipment and data and network resources is not private and may be examined.

Off duty

While off-duty, ECRL employees are free to express themselves as private citizens on social media sites to the degree that their speech does not impair the working relationships or activities of the library, or bring an undue burden upon the effective performance of library functions. Any such expressions shall not violate any confidentiality of their position, impede the performance of any employee’s duties, impair the discipline and harmony among coworkers, or negatively affect the public perception of the library and/or their respective branch.

When using social media for personal use and when identifiable as a library employee, staff must be aware of their role in the organization and the potential impact of their communications on the brand, reputation, and service values of ECRL and act appropriately and with good judgment.

Employees are warned that any on or off-duty speech related to their official library duties, or speech owing its existence to the employee’s professional duties and responsibilities, may not be protected speech under the First Amendment of the US Constitution. Such speech may form the basis for discipline, up to and including termination, if it is deemed detrimental to the mission of the library.

ECRL reserves the right to lawfully monitor employee’s use of social media, including without limitation, to statements/comments posted on the internet, in blogs and other types of openly accessibly forums, diaries, and personal and business discussion forums.

Solicitation Policy

Policy History

Date Approved: 08/10/26

Solicitation Policy PDF

Purpose
East Central Regional Library (ECRL) is committed to providing a welcoming, safe, and neutral
environment for all patrons. To ensure that library spaces remain accessible for their intended
purposes of reading, learning, research, and community engagement, solicitation activities are
prohibited except as specifically authorized by ECRL.

Scope
This policy applies to all library property, including library buildings, entrances, parking lots, grounds, and any areas solely associated with library use, unless expressly approved in writing by the Executive Director or designee. In branch libraries that are co-located with other government functions, this policy is limited to spaces solely associated with library use.

Definition of Solicitation

For purposes of this policy, solicitation includes, but is not limited to:

• Requesting money, donations, or financial assistance.
• Selling or offering goods, services, memberships, subscriptions, or merchandise.
• Distributing materials for commercial purposes.
• Seeking signatures for petitions, campaigns, or causes.
• Recruiting individuals for organizations, businesses, or activities.
• Requesting patrons or staff to participate in religious, political, commercial, or
  fundraising activities.
• Approaching patrons for the purpose of obtaining personal information, contributions, or
  support for any cause.

Policy Statement

Solicitation is prohibited unless expressly approved in writing by the Executive Director or designee.

Exceptions

The following activities are not considered prohibited solicitation when authorized by ECRL:

• Library-sponsored programs, fundraising activities, and Friends of the Library events.
• Activities conducted pursuant to a written agreement approved by ECRL.
• Designated use of public meeting rooms consistent with ECRL meeting and study room policies, provided that such activities do not interfere with library operations or patron access.

Community Bulletin Boards

ECRL may provide community bulletin boards or designated display areas for the posting of informational notices, community events, and other materials.

The posting of materials on a library community bulletin board does not constitute ECRL endorsement of the content and does not authorize solicitation activities otherwise prohibited by this policy. Materials whose primary purpose is to solicit donations, request financial contributions, advertise the sale of goods or services, recruit customers or clients, or otherwise engage in commercial activities are not allowed and will be removed by ECRL staff.

Limited amounts of educational materials and literature from community organizations may be displayed at community bulletin boards as space allows. These materials must be approved by the Branch Librarian.

ECRL reserves the right to review, approve, reject, or remove posted materials in accordance with its policies and the limited public forum nature of the bulletin board.

Enforcement

Library staff will direct individuals engaged in unauthorized solicitation to cease the activity immediately. Failure to comply with staff directions may result in:

• Removal from library property.
• Suspension of library privileges in accordance with the Acceptable Behavior Policy.
• Referral to law enforcement when appropriate.

First Amendment Considerations  

Nothing in this policy is intended to restrict constitutionally protected speech in areas where such activity is legally permitted. ECRL may establish reasonable time, place, and manner restrictions to ensure the safe and effective operation of library services.

Authority

The Executive Director or designee is responsible for interpreting and enforcing this policy.

Related Documents

• Community Meeting Room Policy
• Study Room Policy

Study Room Policy

Policy History

Date Approved: 08/10/26

Study Room Policy PDF

Purpose

Study rooms are provided to support the educational, informational, and collaborative needs of library patrons. These spaces are intended for quiet study, tutoring, small group meetings, and other library-related activities.

Eligibility

• Study rooms are available to library patrons during regular library hours.
• A valid library card may be required to reserve a study room.
• The person making the reservation must be present and is responsible for the room and all participants.

Reservations

• Study rooms may be reserved in advance or used on a first-come, first-served basis, depending on local procedures.
• Due to limited availability, reservations may be limited to 3 hours per day per individual or group unless otherwise approved by library staff.
• If a reserved room is not occupied within 10 minutes of the reservation start time, the reservation may be canceled and the room made available to others.
• Repeated failure to honor reservations may result in a temporary loss of reservation privileges.

Room Use

• Study rooms are intended for 1–8 people (or the posted room capacity). Capacity limits must be observed at all times.
• Rooms should be used in a manner that does not disturb other library patrons.
• Doors may be closed but should not be locked or blocked.
• Library staff may enter study rooms at any time to ensure compliance with library policies or to address maintenance or safety concerns.
• The library is not responsible for lost or unattended items.

Appropriate Activities

Permitted activities include:

• Individual or group study
• Tutoring
• Virtual meetings or interviews
• Educational or business meetings
• Library-sponsored programs

Study rooms may not be used for:

• Commercial sales or solicitation
• Private social events or parties
• Activities that violate library policies or local, state, or federal laws
• Activities that create excessive noise or disrupt library operations

Food and Beverages

• Covered beverages are permitted unless otherwise posted.
• Light snacks may be allowed at the library’s discretion.
• Users are responsible for cleaning up after themselves and disposing of all trash before leaving.

Equipment and Care

• Patrons are responsible for any library equipment provided in the room.
• Furniture should remain in the room and be returned to its original arrangement before leaving.
• Damage to library property may result in repair charges and suspension of study room privileges.

Ending Your Study Room Session

• Please vacate the room promptly at the end of your session or reservation period.
• Remove all personal belongings.

Policy Enforcement

Failure to follow this policy or the library’s Acceptable Behavior Policy may result in:

• Immediate termination of the study room session.
• Suspension of future study room privileges.
• Removal from the library when appropriate.

The library reserves the right to modify or revoke study room privileges and to update this policy as needed.

Related Policies

• Acceptable Behavior Policy