The Peabody Institute Library is open to all as a judgment-free space for the many different people in our community who use the Library for many different reasons. To ensure a space for patrons and staff  to utilize without worry and in a comfortable, safe environment with equitable access to our services, the Board of Library Trustees have established the following Patron Rights and Responsibilities. These guidelines are also intended for the protection and preservation of the Library’s grounds, materials, equipment, and facilities in addition to its staff and patrons. 

The Peabody Institute Library supports the needs and contributions of all people, regardless of any distinguishing characteristics that may cause divisiveness in our society, whether or not they are explicitly protected by law.

All activities that follow the Rights and Responsibilities outlined below will be considered equally valid and important in the eyes of the Peabody Institute Library and will be responded to equitably by all staff.

A note to Caregivers: If you have agreed to sign up your minor child for their own library card, your child is considered a patron with the full rights, responsibilities, and privacy of all patrons, regardless of age. For the purposes of our policies, teens (minors in grades 6-12) are considered adults in terms of their rights and responsibilities. Please see our “Safe Child Policy” for further guidelines on your child’s use of the Peabody Institute Library. 

Patron Rights

In using your Library, all individuals can expect the following rights supported by our facilities and staff: 

• Friendly, courteous, respectful assistance: Your needs will be met to the best of our ability 
• Free and equitable access to information
• Clean, comfortable, pleasant environment
• Use of the Library without discrimination or judgement
• Confidentiality: The Library will NEVER share your information with other patrons or any outside parties. This includes your reading history, holds, internet usage, or personal identifying information (name, phone number, email address, etc.)
• Use of the Library undisturbed without threat of harm, invasion of property, invasion of personal space or interference
• Use of library items that are in good condition, free of mold, holes, debris or water damage
• Use of the Library under healthy conditions: the Library follows the most current Peabody Health Department, State and CDC public health standards. When necessary, masks, antibacterial solution and cleaning wipes will be readily available for use by patrons and staff
• Use of the Library under reasonable sound levels: the Library will provide headphones for audio devices, including computers, if necessary
• Availability of trash and recycling receptacles to facilitate the upkeep of a comfortable library space
• Availability of bicycle racks and bike locks to keep such equipment outside the building
• Availability of a staff member to place an emergency call on your behalf on a Library phone when a cellular phone is not an option
• Availability of a printed copy of this or any other Library policies upon request or should a patron be determined to be in violation of one of the Library’s policies

Patron Responsibilities

In order to keep your Library as a safe, welcoming space for all who choose to use it, we expect all of our patrons to adhere to public health and safety standards and other policies designed for the public good. Patrons are expected to refrain from: 

• Patrons will refrain from smoking, vaping, chewing tobacco, consuming alcohol, or ingesting hallucinogenic substances on all Library property, including parking lots and outdoor areas
• Patrons will refrain from blocking sidewalks, entries or passageways
• Patrons will refrain from having bare or socked-only feet or not wearing a shirt
• Patrons will refrain from using outdoor equipment (skateboards, hoverboards, rollerblades, etc.) inside the building or on Library property, including parking lots and outdoor areas
• Patrons will refrain from defacing, removing or otherwise irreparably damaging library material, furnishings or equipment
• Patrons will refrain from putting library items in situations that could incur damage to the item’s condition, including inclement weather, placing items in the hands of someone other than the borrower or leaving items unattended, patrons will be held responsible for damage incurred while the item was in their possession
• Patrons will refrain from littering: patrons must dispose of trash, unwanted food or drink, wrappers or other empty containers in the provided trash and recycling bins
• Patrons will refrain from eating near Library computers and other technology or equipment. Non-alcoholic beverages are permitted if they are covered and not on the same surface as the Library’s equipment.
• Patrons will refrain from entering staff-only or other restricted areas
• Patrons will refrain from bringing in pets that are off-leash or not carried: pets that are easily riled or otherwise disruptive to other patron’s use of the Library resources or any pet that interferes with a staff member’s ability to do their job shall be asked to leave. Owners are responsible for harm or damage caused by pets and are expected to clean up any mess a pet may leave.
• Patrons will refrain from sleeping on Library property: the Library reserves the right to call 911 or the non-emergency police line for assistance if there is a concern for the patron’s health or safety
• Patrons will refrain from leaving personal property unattended: the Library is not responsible for lost, stolen, damaged or destroyed items

Safety 

In order to ensure an individual’s right to use the Library without disruption, Library patrons and staff are expected to refrain from any disrespectful, dangerous, destructive or illegal conduct in or on any part of Library property. This includes but is not limited to: 

• Rude or inappropriate behavior, verbal abuse, threats, hate speech in any form, or displaying unwanted attention to another person. 
•  Any patron exhibiting this behavior will be immediately asked to leave Library grounds and follow-up restrictions may be applied should the situation warrant as determined by the Library Director. 
• Caregivers are responsible for guiding their children’s use of library resources. We do not impose standards applied by a child’s caregiver(s) for that child on anyone else’s child.
• Solicitation on Library property
• Carrying a weapon or facsimile of a weapon
• Fighting, physical abuse, assault or perpetrating physical violence against another person
• Using incendiary devices such as candles, matches or lighters anywhere on Library property
• Damaging, destroying, stealing or vandalizing Library property
• Engaging in intimidating or harassing behavior, including following or stalking other patrons or Library staff
• Shouting, pushing, hitting throwing objects or other types of boisterous behavior

Sound Levels

Many patrons use the Library for work, study or quiet reading. Normal conversational tones are acceptable throughout the Library. However, patrons and staff should respect the rights of others and not engage in disruptive conversations or activities. Patrons are expected to:

• Refrain from using audible functions on devices such as cellular phones, computers and other electronics (including speakerphone, external or built-in speakers on computers, etc.) 
• Headphones should be used for all audio functions on computers or other electronic devices, including online meetings, video calls, gaming, etc. Volume should be adjusted so that sound is audible only to the user

Patrons who do not adhere to their responsibilities for keeping the library a space that is safe and accessible may be asked to leave the Library by any senior Library staff member (Director, Assistant Director, Department Head or most senior staff member present at the time).  Should circumstances warrant, Library staff reserve the right to call 911 or the police non-emergency line. Under escalating circumstances, the Peabody Institute Library may work with local law enforcement to issue an order of no trespass, the length of which to be determined by Library Administration. 

Library Staff Responsibilities

• Library Staff will weigh the degree of disruptive conduct with the onsite conditions at the time
• Library Staff will be tactful, courteous and firm when managing and de-escalating disruptive or dangerous behaviors
• Library Staff will clearly communicate reasons for appropriate action to the patron when enforcing Library policies
• Under no circumstances will a Library staff member touch a patron as part of a disciplinary action
• Library Staff will refrain from physical contact whenever possible during a medical emergency and use their best judgment and comfort level should they feel the patron needs contact (ex. Taking a pulse)
• Library Staff will exercise best justment in determining whether patron conduct is in violation of this or any other Library policy
• Library Staff will explain and distribute this policy to patrons who request it or are in violation of these policies
• Library Staff will request that patrons conduct themselves in a manner that is conducive to a welcoming public library environment
• Library Staff will seek assistance from supervisors or public safety officials, including 911 or the non-emergency police line, to resolve ongoing or escalating patron conduct issues
• Library Staff will fill out incident report any time a patron’s behavior needs to be corrected or intervened upon
• Library Staff will make driving their primary responsibility while operating a motor vehicle on Library business and refrain from the use of any digital devices, including cellular phones, while driving a vehicle in completion of a work-related activity. Staff is expected to pull off the road prior to engaging in any form of digital communication

The Peabody Institute Library is here for the public’s use and enjoyment. We appreciate your cooperation with all Library policies to ensure that the Library is a pleasant place to visit, that our resources are available for everyone, and that all who use our resources or work here receive fair, respectful treatment.

As approved by the Board of Library Trustees the 3rd  day of October, 2022.

sI. Policy. The following borrowing limits are established to ensure optimal access to materials for all borrowers. As always, Library staff can use their discretion under certain circumstances to allow exceptions to these limits. However, the intent of this policy is to insure access to resources for the greatest number of patrons.

II. Procedures.

DVDs
Limit five (5) NEW per card & ten (10) old per card at the Main Library, four (4) NEW per card & six (6) old per card at the South & West Branch Libraries, one (1) week loan period, one (1) renewal if no holds

NEW Books
Limit five (5) per card with loan period of two (2) weeks, no renewals for first three (3) months

Children’s WonderBooks
Limit five (5) per card with a loan period of three (3) weeks, no renewals           

Speed Reads
Limit five (5) per card with a loan period of two (2) weeks, no renewals, no holds

Wifi Hotspots & Chromebooks
Limit one (1) per card with a loan period of two (2) weeks, one checkout per calendar month, no renewals, no holds

Library of Things
Limit five (5) per card with a loan period of two (2) weeks, no renewals, one reservation per item per month        

Fines Policy:
No late materials of any kind from Peabody collections will be charged overdue fines, regardless of location of checkout or return.
Lost or damaged items must be paid in full, with a receipt issued at the time of payment. Upon presentation of the receipt within three (3) months of payment, a refund will be issued for materials found and returned in good condition.
Overdue items borrowed from other libraries will be charged according to each library’s policy.

3 Payment of Fines:
Circulation privileges will be suspended on library cards that have billed items, or fines at or above $50.00, in accordance with NOBLE policies. To resume circulation privileges, billed items must be resolved, and fines must be paid down below $50.

Patrons are encouraged, whenever possible, to pay all bills on their online account via credit card.

Personal checks may be accepted for billed items over fifty dollars ($50.00) provided:
 The patron can produce a valid license or photo ID.
 The address on the check and the license are current.
Business checks are not acceptable. Checks should be payable to the Peabody Institute Library.
If any check is returned as unpaid, any and all costs associated with the returned check including the cost of billed items and fines for returned checks shall be attributed to the patron’s library card.
When accepting personal checks, staff should indicate the following on the check:
 The form of ID shown.
 The barcode number(s) for the billed item(s).
Patrons shall pay overdue fines and lost item fees with cash, or via Credit Card by logging into their NOBLE account online. Patrons may either defer or make partial payment of overdue fines.

As approved by the Board of Library Trustees the 3rd day of October, 2022.

It is a long established principle that, in a democracy, there must be a free interchange of ideas and information. This principle is recognized in both the Massachusetts and United States Constitutions. Public libraries are agents of the public and any action which overtly or covertly labels, restricts or removes materials from public access because of partisan or doctrinal disapproval is alien to the democratic system and to a public library’s role as a source of information and education representing all views. The following procedures for materials selection have been established to reaffirm these principles.

1. Material selection is the responsibility of the professional Library staff.

2. Materials will be selected on the basis of reviews in accepted review media and on the professional judgment of the Library staff. Selection will be guided by the following goals:
a) to provide as wide a range of views on various issues as possible, and
b) to provide a well developed collection in all areas of human knowledge.

3. No material shall be removed, labeled or restricted because of partisan or doctrinal disapproval of content. The Library rejects attempts by one or more citizens to determine what is suitable for the general public. No challenged Library material shall be removed from the Library under any legal or extra-legal pressure, save an independent determination by a judicial officer in a court of competent jurisdiction and only after an adversary hearing, in accordance with well established principles of law.

4. It is the responsibility of each individual to determine for himself what he considers appropriate material for himself. Parents or guardians should assume that responsibility for their children.

5. The rights of an individual to the use of the Library should not be denied or abridged because of his age, race, religion, national origins or social or political views.

As approved by the Board of Library Trustees the 3rd day of November, 2003.

ADULT SERVICES DEPARTMENT’S COLLECTION
DEVELOPMENT AND MANAGEMENT POLICY AND PROCEDURESI.Policy. The Peabody Institute Library is a medium-sized public library. The main library is located in the busy downtown area. There are two branch libraries, one located in South Peabody and one located in West Peabody. The main library has an adult collection of approximately 150,000 items in print and non-print formats and circulates approximately 48,000 items from the adult collection in the main library annually, to a culturally and economically diverse population. Appendix A to this policy includes the2000 Census Table DP-1: Profile of Demographic Characteristics for Peabody, MA
The Peabody Institute Library provides free library services for the adult residents of the City of Peabody and surrounding communities. These services are provided chiefly through the development and effective use of its collection of books and other materials, specifically selected to satisfy the informational, recreational, educational, and cultural needs of area residents. As a basis of this policy, the Board endorses The Freedom to Read Statement of the American Library Association and the Association for American Publishers, and The Library Bill of Rights adopted by the American Library Association. Both these documents are located in the Appendix to this policy.
The purpose of the Collection Development and Management Policy is to guide the Library staff and to inform the public about the principles upon which the Library’s collection is built and maintained. The intent is to provide a basis for building and managing the Library’s information resources in a manner that is both cost effective and relevant to library users.

II.Collection Development and Management Procedures.
A.Collection Selection.
1.Responsibility. Ultimate responsibility for materials selection policy lies with the Board of Library Trustees. The Board delegates to the Director of the Library the selection of library materials and the development of the collection. The Adult Services Librarian manages this selection and management process on a daily basis. The general public and non-professional staff members may recommend materials for consideration.
2.Selection. “Selection” refers to the decision that is made either to add a given item to the collection or to retain one already in the collection. The Adult Services Librarian consults several evaluation/review sources (e.g., professional book reviews, journals) as an aid in selection. Some of the resources used in the selection process are:
Library Journal
School Library Journal
Publisher’s Weekly
Booklist
Kirkus Reviews
New York Times Book Review
The Boston Globe
Criticas
Video Librarian
The Public Library Catalog
The Fiction Catalog
Baker & Taylor Forecasts
Ingram Advance
Facets Online Newsletter (multimedia)

The following factors influence the selection process:
a.The community’s interests and needs
Recognizing that any community contains people with different backgrounds, sensibilities, personalities, interests, and needs, the Library must strive to provide materials that balance all elements. A conscious effort will be made to create an unbiased collection of a wide range of views on a variety of religious, political, and moral issues thereby promoting balance among the Library’s collection.
b.The merits of each item
Non-fiction will be selected on the basis of its timeliness, accuracy, authoritativeness, clarity, importance to the collection, and relevance to the needs of the community. Fiction works will be considered on the basis of the quality of the writing, significance of the author, popular appeal, and likely longevity of theme relevance.
Materials are selected on the basis of the content as a whole, rather than focusing on isolated passages, and without regard to the personal history of the author. In no case is any book included or excluded merely because of the race, nationality, ethnicity, sexual orientation or the political or religious views of the author. In the case of controversial issues, variety, diversity, and balance of opinion are represented whenever available. Serious works, which present an honest aspect of life, will not be excluded because of frankness of expression.
c.Constraints
Duplication of titles is determined by popularity and importance of the book. The materials budget, the existing collection, the limits of shelf space, and the availability of the work elsewhere will be considered in the selection of materials. The Library seeks to draw upon the collection and resources of neighboring libraries, members of Noble, and the Northeast Massachusetts Regional Library System to provide effective use of the budget, and to reduce unnecessary duplication of resources. Appendix B to this policy provides standards and guidelines for selection of items in all formats.

3.Patron Challenges.
Patrons are able to voice their objections to any items in the collection. Appendix C to this policy contains the procedure for Requests for Reconsideration, as well as the ALA’s Request for Reconsideration Form.

4. Gifts and Donations
Gifts and donations of materials accepted by the Library are subject to the same process as purchased materials. They are considered with the explicit understanding that such factors as duplication, merit, lack of community interest, processing costs, physical condition of the materials, or inadequate shelf space may prevent their addition to the collection or permanent retention on the shelves. Gifts and donations are accepted with the understanding that the Library may, at any time, discard them or offer them for sale through the Friends of the Library Book Sale.
Guidelines for gifts and donated materials that will be accepted for consideration are located in Appendix D to this policy. Those are guidelines only and the Donation Policy and Procedure must be complied with.

B. Collection Management
1. Goals.
The goals of Collection Management are to evaluate and preserve the materials where possible for users now and in the future; to replace materials of importance to the collection; and to weed out materials that are no longer of value to the area residents.

2. Criteria for Collection Evaluation.
Circulating collections undergo periodic reassessment to determine their appropriateness and suitability to current needs, to make space for current materials, to make the collections more attractive, to facilitate the ease of use of the collections by patrons and staff, and to reduce the damage to books caused by overcrowding and space limitations. The collections management librarian uses circulation statistics in conjunction with the appropriate professional reference tools (e.g., The Public Library Catalog for nonfiction titles and The Fiction Catalog for fiction) to evaluate the importance of any given title to the collection. Items may be returned to the shelves, replaced with newer editions, or weeded from the collection.
The Collection Management Librarian is also concerned with ensuring a balance across the various media formats available in a circulating collection, in light of ever increasing and changing electronic resource formats. This is done, in part, by establishing links among various formats; and the need to maximize the availability of special resources by researching, establishing and maintaining collaborative programs and grant opportunities.

3. Replacements.
Circulating collections frequently require replacement of missing or worn out copies. The replacement lists allow for coordinated ordering of “in print” titles. Since the Library is a recipient of gift books, the staff continuously evaluates donations as a source
of replacement copies. Appendix B to this policy includes a list of criteria used in Replacements Selection.

4.Weeding.
In order to maintain a relevant collection of resources, the collections management librarian continuously evaluates the collection and weeds items no longer relevant to patrons of the library. The weeding of outdated or superceded materials is as crucial to the maintenance of a useful and viable collection as is the selection process.
Frequency of circulation, community interests, and availability of newer and more valid materials are of prime consideration. Local history is an exception. Once popular fiction is no longer in demand it is discarded, as are nonfiction materials that are determined to be no longer accurate or current.
Titles that are discarded in the weeding process may be offered as appropriate to research libraries, other public libraries or are disposed through library book sales or recycling.
Appendix E to this policy provides standards and guidelines for weeding items in all formats.

CHILDREN’S DEPARTMENT COLLECTION
DEVELOPMENT AND MANAGEMENT POLICY AND PROCEDURES

I. Policy. The Peabody Institute Library’s mission is to provide materials that serve the educational and recreational needs of the community. In keeping with this goal, the Peabody Institute Library’s Children’s Department strives to meet the educational and recreational needs of Peabody’s children and their parents.
The Library subscribes to the American Library Association’s Bill of Rights (Adopted June 18, 1948 and amended February 2, 1961, June 27, 1967 and January 23, 1980 by the ALA Council.) The Library further subscribes to the document “Free Access to Libraries for Minors: an Interpretation of the Library Bill of Rights.”
Article V of the Library Bill of Rights states, “A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.” The “right to use a library includes free access to, and unrestricted use of, all the services, materials, and facilities the library has to offer.”
In acknowledgment of those rights, the Peabody Institute Library allows for open access to all Library materials to children. Although a children’s department has been designated, this in no way implies that children’s use of the library is restricted to that area. Children are allowed access to all print and non-print materials in the Library and all technology available, except where access is denied to all library users.
The Library does not take on the role of parent and will not deny or abridge any individual’s rights to free access. It is the parents’ role and the parents’ role alone to decide what materials are proper for their child. The Library will not remove materials from its collection based on what an individual feels is appropriate or inappropriate for others. However, the Library will make “Request for Reconsideration of Library Materials” forms available to patrons who have complaints about Library materials (See Attachment A) and will give consideration to all such requests.
At the Peabody Institute Library, children are awarded the same confidentiality rights as adult patrons. The circulation records and inquiries of children are awarded the same privacy status as those of adult users.

II. Procedures.
A. Selection. Children’s Services refer to services provided for children from infancy through primary school. Materials purchased for the Children’s Collection will be designed for children from birth to age 11. In addition, the collection will include parenting materials to suit the needs of the community’s parents.
The Children’s Collection includes fiction, non-fiction, picture books, magazines, DVDs and videos, music CDs, CD-ROMs, parenting materials, and a small reference collection.
The Head of Children’s Services is responsible for the selection and placement of all children’s materials. Any selections made by children’s librarians are subject to review by the Head of Children’s Services. Standard selection tools are used to aid the Children’s Librarian in selection of materials. In addition, patron requests, award winners and materials very popular with children will be considered for purchase.

B. Description. The following categories describe the Children’s Collection at the Peabody Institute Library and give further criteria in the selection of materials for each field.

1. Fiction. The Fiction Collection is primarily comprised of chapter books written for children ages 8-12. The books in this collection represent many genres including mystery, fantasy, horror, science fiction, historical fiction, realistic fiction and award winners. Fiction Collection selections will primarily be chosen from standard selection tools such as School Library Journal, Horn Book and Publishers Weekly. The fact that some titles are not reviewed in those reference tools will not disqualify them from purchase. In such instances, materials will be chosen for their apparent appeal to children and their parents. Customer requests and suggestions will be gladly considered.
Some fiction titles, and most series titles, will be purchased in paperback. The paperback collection will include some titles also available in hardcover, and will also include books not available in hardcover. Series books will be purchased in paperback format when available.

2. Non-Fiction. The Children’s Collection includes a non-fiction section designed specifically to serve the needs of our young patrons. Non-fiction titles will address the educational and recreational needs of the community’s children. The Library will strive to offer a wide range of opposing viewpoints in all areas of controversial issues. Selections will generally be based on reviews in standard selection tools. Titles in the non-fiction collection will include, but may not be limited to the following subject areas:
 Biography
 History
 Science
 Mathematics
 Geography
 Sports
 Music
 Fads and Hobbies
 Religion
 Literature and Fairy Tales
 Reference Resources

3. Picture Books. The Children’s Collection will include a wide variety of picture books for younger readers approximately ages birth to eight (8) years. These books will primarily be chosen through use of standard selection tools such as Horn Book, School Library Journal and Publishers Weekly. The fact that some titles are not reviewed in those reference tools will not disqualify them from purchase. Customer requests will be gladly considered. Picture books will be purchased in hardcover whenever possible, and we will order multiple copies of award winners and popular titles.
The picture book collection will cover a variety of genres including:
 Alphabet books
 Board books
 Easy Readers
 Fairy Tales
 Poetry
 Holiday

4. Magazines. Magazines chosen for the Children’s Collection will be selected for their appeal to the interests of children and their parents. Selection will be based primarily on patron suggestions and the Head of Children’s Services’ knowledge of customer needs and interests. All issues will be available for circulation and we will retain one year of back issues for each magazine.

5. Music CDs. The Children’s Collection will include CDs, which appeal to the recreational interests of children. Music selection will be based on reviews from standard selection tools and popularity of the artist of the CD. Customer suggestions will be gladly considered.

6. DVDs and Videos. The Children’s Collection will include DVDs and videos of recreational and educational interest to children and their parents. DVDs and videos will be selected using standard selection tools, patron requests, and the librarian’s knowledge of items that have popular appeal to children’s audiences.
Whereas the DVD collection is relatively new, the Library will focus primarily on popular feature titles and classics. Over time, the Head of Children’s Services will incorporate educational and TV series DVDs as the Library has done with the video collection.

7. CD ROMs. The Children’s Collection will include CD-ROMs of both educational and recreational interest to children. These CD-ROMs will primarily be chosen using standard selection tools such as Publishers Weekly and School Library Journal.
JumpStart CD-ROMs will be available for customers to use on a PC in the Children’s Room. All other CD-ROMs will be for at-home use only.

8. Parenting. Parenting materials will be available in the Children’s Collection to meet the needs of the patrons of the Library. This portion of the collection will be made up of both books and videos. Topics addressed by parenting materials may include, but will not be limited to:
 Pregnancy
 Adoption
 Child Development
 Potty Training
 Puberty
 Divorce
 Activities for parents and children
 Children with Disabilities
 Health and Nutrition
 Education

9. Donations. The Children’s Room is happy to accept picture book, fiction, nonfiction, video, DVD, and CD donations. Donations must be current and in good physical condition. The library is not able to accept encyclopedias and magazines. If a donation will be useful in the library collection, we may catalog the item for library use. All other donated items will become part of our book sale selection. All book sale profits are donated to the Friends of the Peabody Institute Libraries for the benefit of the library.
If a customer would like a receipt of donated items for tax purposes, the Library will supply a written record of the donation, which record lists items but does not provide a valuation.

Appendices
Appendix A: Most Recent Census Table DP-1: Profile of Demographic Characteristics for Peabody, MA
Appendix B: Selection Guidelines and Standards
Appendix C: Procedures for Requests for Reconsideration and ALA Request for Reconsideration Form
Appendix D: Guidelines for Gifts and Donations
Appendix E: Guidelines for Weeding (based on CREW)
Appendix F: ALA’s Library Bill of Rights
Appendix G: ALA’s Evaluating Library Collections: An Interpretation of the Library Bill of Rights
Appendix H: ALA’s Guidelines for the Development and Implementation of Policies, Regulations and Procedures Affecting Access to Library Materials, Services and Facilities

As approved by the Board of Library Trustees the 7th day of February, 2022.

I. Policy. The Peabody Institute Library is happy to obtain loans of materials for its patrons from other libraries through Inter-Library Loan. If borrowing fees and/or shipping costs are incurred with such loans, the Peabody Institute Library will cover the cost up to ten dollars ($10.00) per loan. The borrowing patron is responsible for any costs in excess of ten dollars (“$10.00”). In the event that the staff of the Peabody Institute Inter-Loan Library Department is notified by the Inter-Library Loan Facility that the cost of borrowing an item from another institution will be greater than ten dollars ($10.00), the following procedure will be followed.

II. Procedures.
1. Staff will notify patron that there is a cost associated with the loan of the material, inform the patron of the amount for which he/she will be responsible, and provide an estimated reasonable delivery date.
2. The patron will have the option of paying the balance of the interlibrary loan cost over ten dollars ($10.00), or canceling the request.
3. If the patron agrees to pay the cost of the inter-library loan over ten dollars ($10.00), upon receipt of balance from patron, staff will forward request for materials to the Inter-Library Loan Facility.
4. The Peabody Institute Library will cover the first ten dollars ($10.00) of the inter-library loan charge.
5. The patron’s portion of the interlibrary loan charge is non-refundable, except in instances when the requested material does not arrive, or arrives beyond a reasonable time frame.
As approved by the Board of Library Trustees the 13 day of September, 2010.

The staff of the Peabody Institute Library reserves the right, at the discretion of the Library Director, to refuse to circulate items to residents of communities not certified by the Massachusetts Board of Library Commissioners for the period of non-compliance. Full service will resume upon written notification from the Massachusetts Board of Library Commissioners that the non-compliant community has met at least the minimum standards for public library certification.
As approved by the Board of Library Trustees the 3rd day of November, 2003.

I. Policy. It is the policy of the Library to circulate Peabody-owned materials, free-of-charge, to Peabody residents who are physically unable to visit the library.

II. Procedures.
1. Persons interested in the Home Delivery Service will register for the service with the Public Services Librarian.
2. Circulating materials available for Home Delivery Service include Peabody-owned Regular and Large Print Books, Paperbacks, Audio CDs, Mp3 CDs and Magazines. Items not available for Home Delivery Service are New Fiction and Non-fiction, current best sellers, short-term loan items and non-circulating materials. Holds service is not available for Home Delivery.
3. Library staff deliver and retrieve materials on the last Friday of the month. The loan period is six (6) weeks, with one renewal for an additional six (6) week period, if there are no Holds pending.
4. Patron must have returning materials ready for pick-up before Library staff arrives.
5. If patron will not be home on delivery day, or does not want materials on a scheduled Friday, they must contact the Public Services Librarian before delivery.
6. If patron requires physical assistance to complete transactions with Library staff, they must arrange to have someone available to assist on delivery day.
7. Library staff are not permitted to enter residences. If Library staff do not get a response within five (5) minutes of their arrival at the residence, they will proceed to the next stop without leaving books.
8. Library staff reserve the right to suspend services if they judge conditions to be unsafe.

As approved by the Board of Library Trustees the 6th day of May, 2019.

DONATION POLICY AND PROCEDURES
I. Policy.
1. All donated books must be in good condition, i.e., no torn pages, pencil marks, underlines, yellowing, or musty odor.
2. Fiction books must be in good condition, popular author, classic titles, genre favorites, e.g., mysteries and science fiction.
3. Non-Fiction books must be timely and relevant and preferably concerning such subjects as history, cookbooks, craft books, how-to books, gardening books, financial advice (current), and, in general, domestic arts.
4. Children’s books can be accepted as long as in good condition.
5. Textbooks, encyclopedia sets and magazines cannot be accepted.
6. Paperbacks only accepted if timely and in good condition.

II. Procedures.
1. Patrons may donate items to the Library according to the guidelines listed below. If a patron asks for a receipt, staff will fill out a receipt from the receipt book which receipt will be stamped with the Peabody Library stamp and will include the number and type of donated items, but will not include a dollar value.
2. All donations will be either accessioned, put on the Donations Book Shelves/Table or given to the Friends of the Library at the discretion of the Assistant Library Director with the exception of donated children items which decision will be at the discretion of the Children’s Librarian.
3. Donated books selected for the Donations Shelves/Table will be primarily popular fiction, how-to’s and paperbacks. Library Staff is responsible for keeping the Donation Shelves/Table in order. Custodians will bring up boxes of used books kept in the basement, as needed.
4. Occasionally, donated items are put online for the Library Collection. If Library Staff notes potential donated items that may be appropriate for the Library’s collection, they are to direct those donated items to the Head of Adult Services, who will make the final decision on whether to accession those items.

As approved by the Board of Library Trustees the 3rd day of November, 2003.

GIFT SUBSCRIPTIONS POLICY AND PROCEDURES
I. Policy. The Library welcomes gift subscriptions.
II. Procedures. Titles offered should meet the following criteria:
1. A title that the Library would wish to have in the Library’s collection;
2. A title that the Library would consider for purchase given the availability of funds;
3. A title that clearly meets the needs and interests of the patrons of the Library (what is necessarily true of the Main library is not necessarily true of the South Branch, etc.), and
4. A title that the Library has researched (e.g., Katz’s Magazines for Libraries; Gale Directory of Publications, etcetera) and found acceptable.
If title meets above guidelines, Assistant Library Director or Adult Services Librarian will request a three-year gift subscription. After the third year, the Library will pick up the subscription at the discretion of the Adult Services Librarian.

As approved by the Board of Library Trustees the 3rd day of November, 2003.

General Staffing Requirements
At any time that any building is scheduled to be open, a minimum of five (5) adult staff members are required be present at the Main Library, a minimum of two (2) staff members are required to be present at the South Branch Library, and a minimum of two (2) staff members are required to be present at the West Branch Library, not including custodial staff.

Library Administration will determine if and when a Location is in danger of closing due to insufficient staffing, and will inform the President of the Board of Library Trustees, who will make the final decision. If a Library location must close due to insufficient staffing, staff at said location will finish their shift at another open location as determined by Library Administration.

General Closing Procedures- All Locations
● The closing procedure is meant to assure an orderly operation and closing of the buildings and for Library Staff to end their shifts on time. Patrons must be treated in a courteous manner.
● At 8:45 PM (or fifteen minutes before closing), Public Services Desk staff will remind patrons of the library’s closing over the intercom. Public Services Desk staff will announce, “The Library will be closing in 15 minutes. Any materials to be checked out should be brought to the circulation desk at this time. Library computers will shut down in five minutes.”
● Library staff will pick up books on the floor or on tables and bring them to the circulation desk. Papers and other debris should be picked up.
● All doors may be locked no earlier than 8:55 PM (or five minutes before closing), and no new patrons will be let in. The Librarian in charge will ask the custodian to lock the door when the Librarian determines that it is appropriate, or will lock the doors themselves at the Branches.
● Desk staff should discourage patrons from going into the stacks after 8:50 PM. (or ten minutes before closing). In the event that a patron is allowed to enter after this time, the librarian in charge must be notified. The circulation desk staff should intercept patrons near closing time to determine their need, and expedite a solution if possible.
● The closing procedure is meant to assure an orderly closing of the building and for library staff to end their shift on time. Patrons must be treated in a courteous manner. In all cases, the librarian in charge has the authority to oversee closing procedures in accordance with this policy. Branch staff will observe the same guidelines regarding courtesy to patrons, timing of announcement, shutting down computers and equipment, and locking the front door.
● If a patron refuses to or is unable to leave the building, Library staff may call the police non-emergency or emergency phone number at the discretion of the Librarian in charge.

Supplemental Main Library Closing Procedures
● At or before 8:45PM (or fifteen minutes before closing), the Main Library custodian will return the portrait of Queen Victoria to the interior of the vault, lock the vault, and set the security alarm located in the Director’s Office.
● At 8:45PM (or fifteen minutes before closing), the Main Librarycustodian will visit the third floor, walk the entire floor and check for patrons who are still in the building; the same routine shall be followed on the second floor. The custodian will let the senior Librarian (Librarian in charge) at the Public Services Desk know of anyone who is on the upper floors. It is the responsibility of the Librarian in charge to approach any patron who may need a reminder. If the Librarian needs assistance in asking a patron to leave, he/she will ask the custodian.
● If there is a meeting in the Main Library lower level, the custodian will check that level, including the restrooms, to ensure that everyone has left or is in the process of leaving, and will inform the Librarian in charge.
● The Main Library custodian will report to the Public Services Desk and wait by the building exit to ensure that all patrons have left the building, especially patrons that were observed in the second and third floor stacks.
● After all patrons have left the building, and staff have left the 1st Floor, the custodian may turn off the lights on the 1st Floor.

Emergency Closing Procedures- All Locations
● The Library is a public service institution and every effort is made to maintain regular hours for the public. The Library will be closed only when weather conditions deteriorate to the point where emergency situations prevail, or when there are insufficient staff to maintain minimum public service functions. The President of the Board of Trustees will determine when the Library should close.
● Staff members are expected to leave home early enough to compensate for poor weather conditions so that they may reach work at their scheduled time. Staff members unable to reach the Library due to bad weather should notify their supervisor as early as possible. Staff may either elect and be granted the opportunity to make up time lost within one month or, may elect to use personal time, vacation time, or unpaid leave for their lost time. Staff must complete a Request for Time Off Form and submit it to the Assistant Library Director when they return to work.
● Staff members (excluding Pages) shall suffer no loss of pay or leave time if the Library is closed because of weather or emergency conditions. Pages may make up their lost hours. Should the Library open late or close early, staff who could not make it to work will owe only those hours missed while the Library was open, according to their schedule.
● A staff member wishing to leave early due to weather conditions must have permission from the supervisor. Lost time will be handled as indicated above.
● At any time that any building is scheduled to be open, a minimum of five (5) adult staff members are required to keep the Main Branch Library open and a minimum of two (2) staff members are required to keep the South Branch Library and the West Branch Library open, not including custodial staff.
● Snow removal in each of the three Library location parking lots and streets is the responsibility of the Peabody Department of Public Service.
● Sidewalk snow removal at each of the three Library branches is the responsibility of the Library Custodians.

As approved by the Board of Library Trustees the 5th day of December, 2022.