Library Policies

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The Santa Monica Public library is wheelchair accessible and welcome persons of all abilities. For special accommodations such as a sign language interpreter, taped text, Braille, audio description, captioning or if you require printed materials in an alternate format, please contact Library Administration at (310) 458-8606 at least one week prior to the program or e-mail Reference@smgov.net.  Library Administration office hours are Monday thru Friday, 8:30am to 5:30pm. TTY/TDD users may call 310/395-8499

If you wish to attend a meeting of any City commission or the City Council or any other public meeting or activity sponsored by the City of Santa Monica and want to request a disability-related accommodation, please call the City’s ADA Coordinator at (310) 458-8701 at least three business days in advance so that appropriate accommodations may be made. Office hours are 7:30am to 5:30pm, Monday thru Thursday, and 8am to 5pm on alternate Fridays. TTY/TDD users may call (310) 458-8696.

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The City of Santa Monica and the Santa Monica Public Library do not discriminate on the basis of disability regarding the admission or access to programs or services. The City does not discriminate in employment practices against qualified individuals with disabilities who can perform the essential functions of their position with or without reasonable accommodation or in its treatment of City employees.

Human Services has been designated to coordinate compliance with the non-discrimination requirements contained in section 35.107 of the Department of Justice regulations. For questions, complaints, concerns or requests for information about the ADA, please contact Human Services located in City Hall at 1685 Main Street in Room 212. You may phone Human Services at (310) 458-8701. To reach them by TTY/TDD, call (310) 458-8696.

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The ADA defines a service animal as any guide dog, signal dog or other animal individually trained to provide assistance to an individual with a disability.  If they meet this definition, animals are considered service animals under the ADA regardless of whether they have been licensed or certified by a state or local government.

Service animals perform some of the functions and tasks that the individual with a disability cannot perform for him or herself.  “Seeing eye dogs” are one type of service animals used by some individual who are blind.  This is the type of service animal with which most people are familiar.  But there are service animals that assist persons with other kinds of disabilities in their day-to-day activities, including alerting persons with hearing impairments to sounds and pulling wheelchairs or carrying and picking up things for persons with mobility impairments.

• A service animal is not a pet.
• Service animals must be allowed in all public places.
• No special license, harness or vest is required.

A person with a service animal may be asked what accommodation they need when using the Santa Monica Public Library.  Library staff may offer some other accommodation.  The service animal must be fully controlled at all times.  Both the person with the disability and the service animal must adhere to the Library Rules of Conduct. 

The City of Santa Monica has policies and procedures in place for how to respond to a request for accommodations from a member of the public.  Human Services, the City’s ADA Coordinator, can provide assistance.  For questions, complaints, concerns or requests for information about the ADA, please contact Human Services located in City Hall at 1685 Main Street, in Room 212.  You may phone Human Services at (310) 458-8701. To reach them by TTY/TDD, call (310) 458-8696.

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Users with a Santa Monica Public Library card in good standing are welcome to borrow items from the Library's rich collection of DVDs, Music CDs, Books on CD and E-Books. Borrowers agree to abide by Library rules, including the following:

• It is the borrower’s responsibility to determine audience suitability. Parents of minors are responsible for guiding their child’s DVD/Video/Sound recording selection. The Library cannot act in loco parentis.
• The cardholder assumes full responsibility for damage or loss. In case of loss or theft, the cardholder is responsible for the entire replacement cost plus a processing fee. Damaged or missing parts are charged to the cardholder at the replacement or repair cost to the Library. In the event that a missing part cannot be replaced, the borrower is responsible for the entire replacement cost plus the processing fee.
• Discs should be played using equipment in good operating condition. Audiovisual materials should be kept away from dirt, dust, humidity, sunlight and heat and stored in their case when not in use. Do not leave audiovisual materials in cars as even brief periods can result in heat damage.
• Report any scratched or damaged items to Library staff. Do not try to clean materials yourself.
• The Library is not responsible for damage to electronic equipment, or any cost of repair, resulting from use of Library materials.
• Library DVDs/Videos are restricted by copyright laws and performance licenses and may not be copied, reproduced, or broadcast, in whole or in part. “Home Use Only” DVDs/Videos are for private home viewing and any public or semi-public performance (whether or not admission is charged) is prohibited.

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Collection Development Policy

The Collection Development Policy offers guidance to Library staff in the selection and retention of materials for the Santa Monica Public Library and serves to inform the public and other interested persons of the Library’s philosophy for selection and collection maintenance.

The mission of the Santa Monica Public Library is to provide resources, services and a place to encourage the community to Read, Connect, Relax and Learn.

The guidelines are based on the Library’s Mission and the long-established principles of the Library Bill of Rights, Freedom to Read Statement, and Freedom to View Statement as adopted by the American Library Association.

Library and Community Profile

The Santa Monica Public Library consists of one Main Library and three neighborhood branches that serve a residential population of 89,736 (2010) in an 8.3 mile square area. A fourth neighborhood branch in the Pico neighborhood at Virginia Avenue Park is in the planning stages.

The population of Santa Monica is young; the median age is 39, with 40 percent of the residents between the ages of 25 and 44. Fourteen percent is under 18 years, and another 14 percent is over 65 years. Sixty-eight percent of households are nonfamily, the majority of which live alone, and 70 percent are occupied by renters. The City has a generally well-educated population, with 62 percent having a bachelor’s degree or higher. The Library also attracts a number of visitors from neighboring cities, as well as college students from schools in the vicinity.

Main and branch materials are listed in a single online catalog, materials can be readily transferred between locations, and cardholders can use all locations and materials, including electronic formats.

Collection Objectives

The Santa Monica Public Library provides a contemporary, relevant collection of resources in a wide range of formats to meet the informational, educational and recreational needs of its community. The Library strives to meet these needs within the limitations of space, staffing and budget.

The Library is a popular materials collection with added breadth and depth in the area of local history. Materials and formats are not maintained past their relevance. This ensures a collection of current interest to our patrons. Textbooks and materials of a highly technical or specialized nature more appropriate for research or special libraries are generally excluded from the collection.

Responsibility for Selection

Ultimate responsibility for materials selection rests with the City Librarian who operates within the framework of policies determined by the Library Board. The City Librarian delegates major responsibility for materials selection to the Principal Librarians.

Guidelines for Materials Selection

Collection development is based on these specific criteria:

• Community needs, interests, and demands
• Significance and compatibility of the work to the collection
• Recommendations of reviews from professional journals or publications of national repute
• Reputation and qualifications of the author, illustrator, publisher, or producer
• Availability of other information on the subject
• Literary, artistic, historical, scientific, or intellectual merit
• Suitability of format
• Price and availability for purchase
• Author or creator already has popular works in the collection
• Significance of the author’s work to the Santa Monica area
• Suitability of subject and style to intended audience

The importance or weight of each of these factors will vary from one acquisition to another, others may be considered, and materials for adults, teens, and children will each be judged differently.

All cardholders, regardless of age, have the right to access all materials in the Library and to borrow any circulating item. Parents and legal guardians have the responsibility to monitor the use of library materials by their children. Selection of library materials for adults is not limited by the possibility that children may come in contact with them. The Library does not act in loco parentis and is not responsible for inadvertent viewing at the library.

Gifts

The Library only accepts materials in usable condition. All gifts become the sole property of the Santa Monica Public Library upon receipt and cannot be returned. The Library reserves the right to decide whether donated items are added to the collection and to determine the conditions of display, storage, and access.

All gift materials added to the collection must meet the same selection criteria as purchased materials. Gifts not added to the collection are given to the Friends of the Santa Monica Public Library for sale in their bookstore. Proceeds from the Friends Bookstore directly benefit the Library.

Gifts can be acknowledged with a written receipt that lists the number and type of material donated. However, the Library cannot legally make a determination of value of the donation or act as an appraiser (The Tax Reform Act of 1984, Sec. 155a). The Library maintains the right to refuse donations at any time.

Local History and Image Archives Gifts

Photographs, slides, ephemera, pamphlets, maps, or other archival materials relating to the history of Santa Monica and the surrounding area may be added to the Library’s collection on the approval of the City Librarian, Principal Librarian for Reference Services or the Image Archives Librarian. Gifts will be evaluated according to their relevance to the history and development of the Santa Monica Bay area, as well as the Library’s ability to physically preserve them and make them available to the public. Images selected for inclusion in the collection are stored archivally and made available to the public online. Images which have restrictions placed on their use will not be accepted.

Gift Subscriptions of Periodicals and Giveaway Publications

Gift subscriptions to periodicals and giveaway publications are submitted to the Periodicals Committee for approval and are subject to the same selection criteria as paid subscriptions. Gift subscriptions chosen to be added to the collection require a three year subscription.

Collection Maintenance

To maintain the quality and relevance of the collection, the Library regularly withdraws materials that are worn, outdated, superseded, or obsolete. Space limitations require that duplicate copies no longer in demand also be discarded.

As materials become worn, damaged, or lost, replacement will be based on whether or not:

• The item is still available
• There is ongoing demand or need
• Another item or format might better serve the same purpose
• Updated, newer or revised materials would better replace a given item
• The item has historical value in this or another library based upon mission and guidelines
• Another library system could better provide the item or a comparable item in the future

Requests for Reconsideration of Materials

The Library carefully investigates and considers suggestions from patrons to consider the removal or reclassification of any material in the Library collection. Patrons may challenge materials by completing a Library Suggestion Form, which is reviewed by the City Librarian and routed to appropriate professional staff for evaluation. A report of the final determination is sent to the patron.

About the Collections

Books

The adult fiction collection consists of a wide variety of contemporary fiction from all genres, international works in English translation, and classic literature, with emphasis on new popular and bestseller titles. The adult nonfiction collection contains works that provide basic knowledge on essential or intriguing topics and consists of works written for a general readership.

Periodicals

The periodicals collection consists of current, popular titles and selected historical holdings considered to be essential for the purpose of responding to the community’s broadest informational, education, and recreational needs. The core list of newspapers includes major local Santa Monica newspapers, regional newspapers (e.g. The Los Angeles Times), and major national newspapers (e.g. The New York Times).

The children’s periodical collection includes titles for babies to eleven year olds. The teen periodicals collection emphasizes entertainment and recreation for ages 12 to 18.

Children’s Collection

The children’s collection provides materials in a variety of formats to satisfy the informational, recreational, cultural, and educational needs of children, from babies and preschoolers through children in elementary school grades. Materials are selected with regard to the stages of emotional and intellectual maturity of children. The collection includes early literacy formats that target the importance of reading aloud to children during the first five years. The collection also provides adults with materials that aid in the study of children's literature.

Formats in the children’s collection include board books, picture books, beginning readers, graphic novels, paperbacks, fiction, nonfiction, magazines, music CDs, read-along kits, DVDs, audiobooks and other electronic formats.

Teen Collection

The teen collection supports the educational and recreational needs of middle school and high school age teens (12 to 18 years old). The collection includes popular reading titles as well as school-assigned classics and informational nonfiction titles.

Formats in the teen collection include fiction, nonfiction, graphic novels, paperbacks, magazines, audiobooks and other electronic formats. Teen DVD titles are shelved in the adult area.

Parenting Center Collection

The Parenting Center at the Main Library offers materials on general parenting, health issues, and educational topics. The collection includes therapeutic books that support children who need to process difficult personal events such as divorce, death, new siblings and other similar topics. The majority of material will be appropriate for parents to share with their child, but some may be addressed to parents or others who work with children.

Formats in the Parenting Collection include fiction and nonfiction books, magazines, and DVDs.

World Languages

The World Languages collection contains materials written in Chinese, Farsi, French, German, Japanese, Korean, Russian, and Spanish. Active collection is limited to those languages most in demand by Library clientele and/or spoken in our community and does not necessarily include those spoken by the majority of the world’s population or in any way reflect on the importance of any language to the culture or development of a civilization.

Other Print Materials

Large Print materials are primarily designed for use by patrons with visual impairments. The collection consists of popular fiction, mystery, and classic titles. Nonfiction comprises roughly a quarter of the Large Print collection. The collection is not comprehensive due to the limited availability of these books.

The Library also maintains a selected collection of California Topographic Maps with an emphasis on Southern California.

Local History Collection

Materials on California history and local Santa Monica Bay area history, which may include ephemeral, scholarly, and specialized items excluded from the regular print collection, are collected. The Library attempts to develop a comprehensive collection documenting local history. Local government documents are selectively retained; the Library does not attempt to serve as the City archive.

Digital Collections

The Library maintains a collection of historic images and other materials likely to be of historic value of the Santa Monica Bay area. The collection is primarily acquired through gifts, but materials may be purchased if determined to be appropriate to the collection. Historic materials may be digitized and included in the Library’s online digital collections.

The electronic resources collection includes online subscription databases, downloadable audiobooks, downloadable electronic books (eBooks), and authoritative links to Internet information. The Library favors electronic sources which are device and platform neutral, which use open and/or public file formats, and which support the traditional legal principles of first sale and fair use.

Audiovisual

The audiovisual collection includes digital video discs (DVDs), audio compact discs (CDs), unabridged audiobooks on CD (Library editions), and multimedia kits. Emphasis is on current popular titles, established artists, and educational interest topics. Audiovisual materials complement the Library’s other collections and public programs.

Foundation Center Collection

The Library is a cooperating collection of the Foundation Center. The Foundation Center Collection includes a core group of foundations and grants directories and manuals published by the Foundation Center. As part of the core collection, the Library also subscribes to two databases, the Foundation Grants to Individuals Database and the Foundation Directory Online Professional Database. These databases are available at the Main Library only.

Sustainable Santa Monica Collection

Partly supported by the City of Santa Monica’s Office of Sustainability and the Environment, the Library makes a special effort to purchase materials in all relevant subject areas to complement the City’s strong commitment to sustainability. The City of Santa Monica’s Sustainable City Plan defines sustainability as “meeting current needs - environmental, economic, and social - without compromising the ability of future generations to do the same.” Sustainability materials are interfiled in their respective subject areas but can be found by searching the Library’s online catalog for “Sustainable Santa Monica Collection”.

Adopted by the Santa Monica Public Library, 29 April 2011

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The Santa Monica Public Library welcomes gifts of books and audiovisual materials to enrich the Library's collections. Donations can be brought to the Customer Services counter at the Main Library. Those making donations can park briefly in one of the loading zone spaces in the parking lot on the north side of the building. These spaces should only be occupied while making the actual donation. The Library does not accept donations of magazines.

All donations are carefully reviewed by a collection manager librarian to determine whether they meet needs within the Library's Collection Policy. The Library reserves the right to refuse restrictive gift conditions and to transfer donations not added to the Library's collection to the Friends of the Santa Monica Public Library for inclusion in their used book store at the Main Library. Proceeds of the Friends Book Store sales are used to benefit the Library.

Gifts are acknowledged with a receipt that indicates the number and general type of items being donated. The Library cannot make a determination of the value of the donation or act as an appraiser pursuant to The Tax Reform Act of 1984, Sec. 155a.

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Selection of giveaway publications is made in accordance with the Periodicals Policy Section of the Library's Materials Selection Policy. Suggestions for giveaways are reviewed by the Periodicals Committee once a year and included in the review of all suggestions to add to the collection - whether giveaways, gifts or suggestions for purchase.

A list of approved giveaway publications is maintained by the Periodicals Librarian.

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In keeping with the Santa Monica Public Library's mission to help support an informed and educated community, the Library provides free public access to resources on the Internet. The Library adheres to the American Library Association’s policy statement: Access to Electronic Information, Services, and Networks: an interpretation of the LIBRARY BILL OF RIGHTS which supports the right of individuals to choose library materials for themselves,including those in electronic formats.

As with all other library materials, children’s access to and use of the Internet is the sole responsibility of the child’s parent or legal guardian. The Internet may provide access to information, content and services some of which parents may feel is inappropriate or objectionable for their own children. The Library and its staff cannot censor access to materials or prevent users from encountering materials on the Internet that they may find offensive. Parents should let their children know about information, content and services on the Internet that they do not want them to access or use. Or, parents should supervise their own child’s Internet sessions at the Library. For more information on children and the Internet,visit GetNetWise: Kids' Safety.

• The Internet offers access to many valuable local, national, and international sources of information.


• By providing the Internet, Library users are able to expand their access to information far beyond the Library’s budgetary or space constraints. In choosing sources to link to the Santa Monica Public Library home page, Library staff follow accepted library selection criteria for electronic resources. Not all sources on the Internet, however, provide accurate, complete, or current information. Each user must evaluate the validity and usefulness of information found on the Internet.


• The Library does not monitor and has no control over information accessed through the Internet and cannot be held responsible for its content. The Library expressly disclaims any liability or responsibility arising from access to or use of information obtained through its electronic information systems, or any consequences thereof.


• Materials obtained or copied from the Internet may be subject to copyright laws. U.S. copyright law (Title 17, U.S. Code) prohibits the unauthorized reproduction or distribution of copyrighted materials, except as permitted by the principles of fair use. Users may not copy or distribute electronic materials (including electronic mail, text, images, programs, or data) without the explicit permission of the copyright holder. Any responsibility for any consequences of copyright infringement lies with the user. The Santa Monica Public Library expressly disclaims any liability or responsibility resulting from such use.

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Filming and photographing is not permitted.

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SANTA MONICA PUBLIC LIBRARY
MEETING ROOM POLICY.
Approved by the Library Board October 2012

The Santa Monica Public Library has meeting rooms available to the general public. Use is granted on an equal basis to all groups in accordance with the American Library Association Library Bill of Rights.

Supervision and Management

1. Library meeting rooms are managed according to city and state laws governing protection of public property and fire safety.
2. It shall be the responsibility of the City Librarian to supervise and manage the meeting rooms and to give permission for their use in accordance with, and subject to, the terms and conditions contained herein.
3. All persons wishing to use Library meeting rooms must agree to abide by the rules and regulations set forth for their use.
4. The fact that a group or organization is granted permission to meet in the Library in no way constitutes endorsement by the City of the policies or beliefs of that group or organization.

Rules for Use

1. Library meeting rooms are suitable for orderly public gatherings for such purposes as lectures, film showings, musical programs, discussion groups, and similar activities.
2. They are not available to be used for any of the following:
   1. For purposes prohibited by city ordinance, by state or federal law, or by Library Rules and Regulations.
   2. For the commercial advertising or direct solicitation of clients or customers.
   3. For fund-raising.
   4. For events which directly profit the business of a commercial organization or individual.
3. All meetings are to be open to the public free of charge.  No fee shall be charged, nor donation solicited, nor membership be required as a condition of entry. There can be no sales of products or services.
4. The above restriction does not apply to City or Library events and activities.
5. Applicant agrees to leave the room and furnishings in the condition in which they are found. Applicant further agrees to accept liability for any damage to the facility, its furniture or equipment caused by the occupancy of said premises by the organization. Damage to Library property will be paid for by the applicant at a cost determined by the City. All leftover food must be disposed of in the trash bins or removed.
6. Total hours requested must include set-up and clean-up time. Rental period begins when the room is opened. Applicant may not enter the room until the time designated on the application. The clean-up and load-out of equipment and personal belongings must be completed and the facility completely vacated by the time indicated on the application. Applicant is responsible for arranging furniture as necessary for their event.
7. Applicant must be in attendance for the entire time the reservation is in effect. For groups composed primarily of minors, applicant agrees to have one adult in attendance in a supervisory capacity for every ten minors.
8. All applicants must pay a deposit, which will be refunded following an inspection of the room and provided that the room, furnishings, and equipment are left clean and undamaged.
9. Due to the potential for damage to Library equipment no equipment other than the user's laptop can be connected to Library equipment. All Library equipment must be used as is. No modifications or adjustments may be made to the equipment. Any violation will result in the forfeiture of the deposit. Only self contained pieces of equipment may be brought in for use by individuals. Further, there is no access to the sound booth or mixing board in the Martin Luther King Jr. Auditorium. If using a laptop during a presentation we strongly urge applicant to check compatibility between the Library system and user's laptop before the program date.
10. Applicant wishing to put up displays or decorations must first obtain permission to do so. Items shall not be taped or tacked to painted walls. No flammable materials will be permitted; and all materials used must be treated with flame-proofing and approved by a representative of the City Fire Prevention Bureau.
11. No smoking is allowed. The serving or use of intoxicating beverages is prohibited.
12. Applicant agrees to include in any printed publicity, the statement: "This program is not sponsored by the Santa Monica Public Library."
13. The Library may not be used as a mailing address for organizations meeting at the Library.
14. Storage of personal property is not permitted.
15. An announcement regarding emergency procedures will be made prior to the commencement of each meeting.
16. All meetings must end prior to Library closure. All attendees and participants must exit the building at closing time except in the case of approved afterhours events. Announcements will be made by Library staff as the closing time approaches.
17. Use may be revoked and/or denied in the future, by the City Librarian if there is any violation of the Rules for Use of Meeting Rooms, non-payment of fees or any abuse of the privilege of using the facility or equipment.

Collaborative Library/Community Programs

This category consists of programs or services that meet mutual goals to serve the public or special user groups and are offered jointly by the Santa Monica Public Library and a community group, agency or individual. Program design, scheduling for the program and outreach is done in a collaborative way. City staff and the community group or agency participates in all aspects of the event from creation, funding, marketing, staffing and evaluation. Rental fees are waived for collaborative programs.

Application Procedure

1. An application for Use of City Facility and Waiver and Release of Liability Agreement and a signed confirmation are required of all groups using the meeting rooms. These documents are available from the Administration Office in the Main Library and at the Branch Libraries where the rental facilities are located. Hours for bookings and submitting applications may be limited.
2. Rooms will be reserved on a first come, first served basis. A one week (5 business days) courtesy hold may be made but reservations cannot be confirmed until the signed confirmation has been received and all fees and deposits paid. If payment is not received within 5 business days the reservation will be released. Payments must be made by credit card, check, money order (payable to the Santa Monica Public Library) or cash.
3. In the event of conflicts over requested dates for use of the meeting rooms, preference will be given in the following order:
   1. Library events
   2. City agencies
   3. Others
4. Use of facilities may be revoked by the City Librarian if there is a conflict with Department use.
5. Rooms may be booked no more than two months in advance at the Main Library and three months in advance at the Branch Libraries.
6. Meeting room use is limited as follows:
   1. Meeting rooms may be booked for a maximum of six hours system wide, as two three-hour sessions, per applicant or organization per month.
   2. The standard booking fee covers one three-hour session including set-up and clean up time.
   3. A single meeting room session may be booked for additional hours (not to exceed the maximum usage of six hours per month).
   4. Additional hours will be charged as listed in the fee schedule.
   5. An applicant or organization that uses more than three hours in a session will have reached their limit for the month.
7. Rental agreements are subject to review by the City Librarian and the Library Board, who will determine compliance with Library meeting room policy.
8. Facility entrance doors will be closed and locked 30 minutes after permitted starting time if users fail to show up. Refunds due to late arrivals or no shows will not be granted.

Cancellations

1. Applicant should notify Library Administration (for reservations at the Main Library) or the Branch Manager (for reservations at the branch libraries) as soon as possible if the meeting is to be canceled.  Fees will be refunded only if cancellation notification is received in writing one week (5 business days) in advance of the reservation date. For all cancellations an administrative fee of $25.00 will be deducted from the refunded amount.
2. The Library reserves the right to cancel or reassign meeting dates due to emergency requirements of the City of Santa Monica or the Library.

Fee Schedule

The standard booking fee covers one three-hour session including set-up and clean up time. A deposit is required on all reservations.

Santa Monica neighborhood associations meeting the criteria for city grant support are exempt from the regular hourly meeting room rental fees while following all of the other rules in the library meeting room policy.

Fees to be charged for the use of community facilities but which are not listed in the fee schedule shall be determined by the City Librarian and shall be based upon the costs incurred in providing the facility or program.

Based on availability, a security staffing fee of $50.00 per hour or any portion of an hour will be assessed for use of the facility (Martin Luther King Jr. Auditorium) outside of operating hours.

Application for Use of City Facility
and Waiver and Release of Liability Agreement

Do not sign this agreement before you read it or if it contains any blank spaces to be filled in.

Applicant _________________________ desires to use the ______________________ facility located at________________________________ on _____________________. In consideration of being permitted to use the facility, the undersigned Applicant waives, releases, and discharges the City of Santa Monica, its officers, agents, servants and employees (collectively "CITY") from all liability for any loss or damage whatsoever, including personal injury, death, property damage, medical expense and any other type of expense (collectively "damages") whether caused by the active or passive negligence of the CITY, while the undersigned Applicant is in, upon or about the facility premises.

Applicant also acknowledges, agrees and represents that he/she has or immediately upon entering will, inspect the premises and facility. It is further agreed that entry and/or use of the facility constitutes an acknowledgment that the facility and all equipment thereon have been inspected and that the Applicant finds and accepts the facility and equipment as being safe and reasonably suited for use. Applicant accepts the facility in its present condition, and is without representation or warranty by CITY as to the condition of the facility, or as to the use or occupancy which may be made of it. Applicant also waives, releases and discharges CITY from all liability for any loss or damage, including personal injury, death, property damage, medical expense and any other type of expense caused by the condition and/or maintenance of the facility or any equipment.

Applicant also agrees to release, hold harmless, defend and indemnify CITY from any and all liability for any loss, injury and/or damages to any third party arising out of the use of the facility by the third party pursuant to this application.

The undersigned Applicant further expressly agrees that this waiver, release and indemnity agreement is intended to be as broad and inclusive as is permitted by the laws of the State of California and that if any portion of the Application and Agreement is held invalid, it is agreed that the balance shall continue in full legal force and effect.

Applicant certifies that he/she has read and voluntarily signs the release and waiver of liability and indemnity agreement, and further agrees that no oral representations, statements or inducement apart from the foregoing written agreement have been made.

Applicant: ______________________________________

Date: __________________________________________

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In accordance with City of Santa Monica policy, the Santa Monica Public Library accepts the following items for posting and display: information on programs and events sponsored or co-sponsored by local, state or federal government agencies, or by city grantee organizations. Material sponsored or co-sponsored by government agencies must be clearly identified, such as by an agency logo or a statement of sponsorship or support. Display of all items is limited by the available space. Priority is given to Library and City items followed by other governmental jurisdictions.

Content submissions to the Library’s social media sites must meet the City of Santa Monica’s Conditions of Use for City Social Media Sites.

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Santa Monica Public Library makes every effort to protect the privacy of library users. The Library adheres to the American Library Association Code of Ethics that states in Article III:

"We protect each library user's right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted."

This policy establishes guidelines for the protection of personally identifiable information contained in library records or accessible in the library or through its computer systems.

Confidentiality of Library Records

In keeping with the American Library Association's Policy on Confidentiality of Library Records and Policy Concerning Confidentiality of Personally Identifiable Information About Library Users and State of California Government Code §6267, Santa Monica Public Library staff will not respond to any informal request by a third party for personally identifiable information about any library user. Such information includes database search records, reference interviews, email requests for information, circulation records, interlibrary loan records, and other personally identifiable uses of library materials, facilities, or services.

Personally identifiable information may be released only to a law enforcement agency after presentation of an order by a court of competent jurisdiction issued in proper form (a court issued subpoena or search warrant) and/or under the provisions of the USA Patriot Act.

The USA PATRIOT Act
The Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act (USA PATRIOT Act) became law on Oct. 26, 2001. Under provisions of the act, the Federal Bureau of Investigation (FBI) and law enforcement officials may seek court orders for Library records for investigations relevant to national security or terrorism. Libraries or librarians served with these search warrants may not disclose, under penalty of law, the existence of the warrants or the fact that records were produced as a result of the warrants. Patrons cannot be told their records were given to law enforcement agencies or that they were the subjects of FBI investigations.

Personally Identifiable Information

Santa Monica Public Library will collect only the information needed to contact library users, such as mailing address, email address, phone number, etc., in order to ensure the proper notification, lending, and return of library materials and the collection of fines. Records will be retained for the shortest length of time necessary to facilitate library operations.

Individuals may submit their name, email address, postal address, telephone number or other identifying information in order to receive library services such as borrowing privileges, access to Internet stations, receiving personal responses to questions, receiving Library promotional materials, or being added to specific mailing lists. The Library does not sell, rent or otherwise distribute information to outside parties except for possible uses related to the recovery of materials. However, library records may be subject to disclosure to law enforcement officials under provisions of the USA PATRIOT Act Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act (USA PATRIOT Act) and under some circumstances librarians may be forbidden to disclose that certain records have been requested or obtained

Email reference questions submitted to the Library will be retained for no more than twelve months. Questions are retained only for the purpose of statistics and to assist with follow up queries from clients. The questions themselves and any personal information such as names, email addresses, telephone and fax numbers submitted with the questions are confidential and are treated as other library user information under provisions the Confidentiality of Library Records policy above.

Remote Access to Electronic Resources and Web Server Usage Tracking

The Library may track the usage of the Library Web site and other Library systems and services accessed through Library servers.

The Library automatically collects and stores: the untitled name of the domain and host from which you access the Internet; the Internet protocol (IP) address of the computer you use; the browser software you use and your operating system; the date and time you access our sites; and the Internet address of the site from which you linked directly to our sites.

The Library uses this information only as anonymous aggregate data to determine the number of visitors to different sections of our sites and to help us make our sites more useful. The Library does not use the information to track or record information about individuals.

Cookies on Library Workstations

Cookies are small text files placed on user computers by a Web site to enable customization of individual visits. Some Library electronic services, such as the Library Catalog and remote databases, set temporary cookies for current sessions. These cookies do not capture personal information and are deleted when sessions are ended. Visitors can refuse the cookie by using instructions provided in browsers. Refusing or disabling cookies may result in an inability to access some library services from computers within the Library.

The Library does not use cookies or tracking mechanisms that collect personally identifying information on its smpl.org site or in its online catalog.

Remote Access Databases

Many of the Library's electronic databases can be freely accessed from anywhere by anyone with a Santa Monica library card. The vendors of some of these databases collect statistics such the names of the databases used, how often they are used, and whether they are used in the Library or by remote access and the vendors provide the statistics to the Library. Database vendors used by the Library do not track personal information or specific queries submitted to the databases.

Information Collected

Use of electronic services is logged automatically by servers and software programs are used to summarize data from those visits. The data summaries do not identify individual visitors by name.

Server logs and statistical summaries are reviewed to learn how individual electronic services are used in order to improve Web site content, better manage network traffic, and troubleshoot server problems. Examples of statistics gathered include:

Library Online Catalog

• Patron log-in totals (patron names are not collected)
• Number of hold requests placed (patron names are not included)
• Number of renewals (patron names are not included)
• Search types (keyword, browse, etc.)

In addition, a library user may choose to have the online catalog collect information on such things as favorite authors or subjects in order to be notified when new materials arrive that will be of interest to the user. The Library user has the option to link this type of information to his or her library record, but such linkage is solely at the user's discretion.

Security of Library Records

The Library is part of the City Of Santa Monica network. The City makes every reasonable effort to protect its network from hackers. Email that people send to the Library is not necessarily secure against interception. The Library does not require sensitive information such as social security numbers or credit card numbers, and it is advisable not to send such sensitive information by email.

Procedures for Handling Requests for Library Records

Library staff who are approached by a law enforcement officer or agent with any request or court order to examine or obtain the library records of any library user will ask for identification and direct the officer or agent the City Librarian or other designated person in charge. The City Librarian or the designated person in charge will review the request or search warrant and seek the advice of the City Attorney.

Search warrants signed by the court are immediately enforceable. Staff will request identification and a copy of the warrant. Staff may request that the agent or officers direct inquiries through the City Librarian or the designated person in charge. The City Librarian or designated person in charge may request time to fax the warrant to the City Attorney for verification. If the officer or agent wishes to immediately enforce the search warrant, staff should not interfere but should proceed to notify the City Librarian or designated person in charge of the search.

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The Main Library's Quiet Study Room is for quiet study only. To preserve the quiet atmosphere, please:

• Turn off cell phones
• Leave the room for all conversations
• Avoid any activity--including use of materials or equipment--that may disturb the quietness of the Quiet Study Room

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Santa Monica Public Library
RULES OF CONDUCT
Adopted by the Library Board October 4, 2012  

The Santa Monica Public Library is open to the general public. Everyone has the right to use Library services and resources provided his or her behavior does not unreasonably interfere with the rights of others to do the same.  Visitors are expected to follow these Rules of Conduct.

These rules are intended to maintain the Library's peaceful atmosphere, facilitate Library usage, preserve easy access to Library materials, and protect Library property.

Please be considerate of others by refraining from activities that may disturb the peace of Library users and staff or disrupt Library activities. Keep all conversations hushed and put your cell phone on silent mode.

Dangerous, destructive or illegal conduct, including any violation of local, state or federal law but not limited to the following, is strictly prohibited:

• Engaging in or threatening physical assault or abuse
• Displaying a weapon of any type
• Threatening or harassing other patrons or staff (including but not limited to: battery, verbal threats, stalking, offensive staring, or offensive touching)
• Damaging, defacing, or destroying Library property

Additional Prohibited Activities:

• Sleeping in the Library or on Library grounds
• Eating in the Library or on Library grounds except in the Main and Branch inner courtyards or at special events when approved by Library Administration
• Using tobacco products in the Library or on Library grounds
• Loitering in the Library parking lots or garage
• Distributing or posting printed material in the Library
• Leaving belongings unattended. (Unattended items will be removed.)
• Possessing or consuming alcohol or illegal drugs or using the Library while appearing under the influence of alcohol or drugs
• Disrupting the Library with noisy or disorderly conduct such as loud conversation, or running in the building
• Using electronic devices or other personal equipment that is disruptive, noisy or unsafe
• Soiling Library facilities, materials or equipment
• Selling, soliciting or any other commercial activity in the Library
• Using the Library while barefoot, shirtless or without outer clothing and footwear
• Using more than one seat or table space per person
• Placing feet on tables, chairs or against walls
• Obstructing aisles or access to Library facilities, furnishings or equipment
• Using Library restrooms for bathing, shaving or washing hair or clothes
• Using the Library if one’s bodily hygiene is offensive so as to constitute a nuisance to others
• Leaving children under eight years of age unattended
• Adults unaccompanied by a child using the Youth Services Areas or the Youth Services’ restrooms.  (Adults may use the Youth Services Areas while accompanying or assisting a child, or with the express permission of Library staff.)
• Failing to return library materials or pay library fines and fees
• Photographing, audio recording or filming without permission from Library Administration or Library Supervisory staff except at governmental meetings open to the general public
• Manipulating or bypassing Library software systems such as those that regulate computer use or tampering with Library computer hardware or accessories.
• Using any other person’s internet or library card to obtain additional computer time
• Removing any hardware component or accessory on Library computers.
• Bringing prohibited Items into the Library.  The prohibited items include:
  
• Food, alcoholic beverages, or drinks without caps or lids
• Pets or other animals, with the exception of trained service animals
• Containers, packages, briefcases, parcels or bundles that collectively exceed 22" x 14" x 12". Musical instruments are allowed. All items are subject to inspection.
• Bicycles or shopping carts (Mobility devices and occupied baby strollers/carriages are welcome.)  Skates, skateboards and collapsible scooters must be carried and may not be ridden on Library grounds
• Sleeping bags, bed rolls, mats or blankets, except blankets for use by young children

Consequences:

Any violation of these Library rules or violation of local, state or federal law in the Library may be addressed in the following manner:

• Verbal Warning (e.g. Notification of violation and reference to Rules of Conduct)
• Instruction to leave the Library immediately and not to return for the rest of the day.
• Suspension of borrowing privileges
• Suspension of Library privileges including removal from, and denial of access to, all Library services and facilities for up to one year.
• Criminal sanctions

The above remedies may be cumulatively applied. 

Appeal of Suspension.  Anyone who has been suspended from library use may challenge the suspension.  To request a review of the suspension, please phone Library Administration (310/458-8606) for a copy of the Request for Appeal of Library Suspension Form or obtain it from the City Clerk’s office.  Complete it and deliver it to the City Clerk’s office, 1685 Main Street, Santa Monica, CA  90401,within 7 days of the start of the suspension. The written appeal will be reviewed by the Hearing Officer within 30 business days of the receipt of the request for an appeal.  The suspension will remain in effect during the appeal process. The Hearing Officer’s decision is final.

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Main Library Study Rooms are available for study and conferencing purposes by individuals and by small groups of people. Study room use is free of charge and on a first come, first served basis.

Seven Study Rooms are available on the second floor for use by the general public.

• Study rooms are checked out on a valid Santa Monica Public Library Card at the Reference Desk on the second floor.
• Study room check out begins at Library opening and is for that day only. Same-day reservations may be made on a walk-in basis
• Study room check out is for a specific 2-hour time(e.g., 10 a.m. to noon; noon to 2 p.m.). Users are limited to no more than 2 sessions (a total of 4 hours) per day. Each user is limited to no more than 2 sessions (a total of 4 hours) per day, checked out to the user’s own Library Card.
• Use of study rooms must begin within 10 minutes of the start time indicated on the checkout card or the session is forfeited to the next available user with the appropriate "grace period" checkout card.
• A card with the study room number and session begin/end time is issued at check out and must be displayed in the window while the room is in use.
• A second study room session may be checked out no sooner than 10 minutes before the end of your first session. Use of the same study room can not be guaranteed. A new study room card will be issued which should be displayed.
• At the conclusion of a session, study room cards should be returned to the Reference Desk.
• Study room users must observe Santa Monica Public Library Rules of Conduct and Rules for Use of Library Meeting Rooms (e.g., no eating, commercial use not allowed), where applicable.*
• Users may not move tables and chairs into or remove them from a study room.

Five Youth Study Rooms are available in the Main Library’s Children’s Library-Teen Lounge area of the first floor. Two are for use by a maximum of 2 persons; three are for use by a maximum of four persons. Youth Study Rooms:

• May only be used by children and teens (up to age 18 or Grade 12). Adults or caregivers accompanying the child/teen may be in the room with the child/teen in order to work with or supervise them. However, the child/teen must be the primary user of the study room, and occupy the room for a majority of the session.
• Are checked out at the Youth Reference Desk by the child/teen using his or her valid library card. Study rooms are free-of-charge and are checked out on a first-come, first-served basis. No advance reservations are taken.
• Are granted for a single one-hour session. Librarians may grant an extension of this time if there is no one waiting to use a study room. In this case, however, study room occupants may be asked to leave as soon as the room is needed by other children/teens.
• Cannot be renewed by the same group.  Members of a group currently occupying a study room may not use additional library cards to extend their time when others are waiting.
• Due to room capacities, groups of three or four persons have priority use of the larger study rooms.

*The following Rules for Use of Library Meeting Rooms also apply to Use of Study Rooms:

• Study Rooms are not available to be used for any of the following:
• For purposes prohibited by city ordinance, by state or federal law, or by Library Rules of Conduct.
• For the commercial advertising or direct solicitation of clients or customers.
• For fund-raising.
• For events or activities which directly profit the business of a commercial organization or individual.
• Users agree to leave the room and furnishings in the condition in which they are found. Users further agree to accept liability for any damage to the facility and its furniture caused by the occupancy of said premises by the individual or group.
• No Items shall be taped or tacked to painted walls. No flammable materials will be permitted.
• No smoking is allowed. The serving or use of intoxicating beverages is prohibited.
• The Library may not be used as a mailing address for individuals or groups meeting at the Library.
• Storage of personal property is not permitted. Do not leave personal property unattended. Library staff cannot ‘watch over’ or be held responsible for user’s property.
• In the event an individual or group fails to comply with any of the rules and regulations for use of Library meeting rooms, future use of facilities shall be denied.

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Youth Study Room Use Policy

Five Youth Study Rooms are available in the Main Library’s Youth Library and Teen Lounge area of the first floor. Two are for use by a maximum of two persons; three are for use by a maximum of four persons.

Youth Study Rooms have restrictions:

• CHILDREN AND TEENS ONLY: Study rooms are checked out in-person on a first-come, first-served basis to a child or teen using his or her valid, unblocked library card. No advance reservations are taken.
• TIME LIMIT: Study rooms are checked out for one 60-minute session per customer per day.
• MARKERS: Dry-erase markers and erasers are available and must be returned at the end of the session.
• ADULT USE: Adults accompanying the child or teen may be in the study room in order to work with or supervise them. However, the child or teen must be the primary user of the study room and occupy the study room for the whole session.
• MAXIMUM OCCUPANCY: Two rooms are designed for a maximum of two persons; three are for use by a maximum of four persons. Customers may not move tables or chairs into or remove them from a Youth Study Room. Groups of three or four have priority use over the larger Youth Study Rooms.

(3/2011)

Study Room users must observe Santa Monica Public Library Rules of Conduct and Rules for Use of Library Meeting Rooms where applicable.The following Rules for Use of Library Meeting Rooms also apply to Use of Study Rooms:

Study Rooms are not available to be used for any of the following:

• For purposes prohibited by city ordinance, by state or federal law, or by Library Rules of Conduct.
• For the commercial advertising or direct solicitation of clients or customers.
• For fund-raising.
• For events or activities which directly profit the business of a commercial organization or individual. Commercial tutoring use is not allowed.
• Users agree to leave the room and furnishings in the condition in which they are found. Users further agree to accept liability for any damage to the facility and its furniture caused by the occupancy of said premises by the individual or group.
• Items shall be taped or tacked to painted walls. No flammable materials will be permitted.
• No eating is permitted.
• No smoking is allowed.
• The serving or use of intoxicating beverages is prohibited.
• The Library may not be used as a mailing address for individuals or groups meeting at the Library.
• Storage of personal property is not permitted. Do not leave personal property unattended. Library staff cannot ‘watch over’ or be held responsible for user’s property.

In the event an individual or group fails to comply with any of the rules and regulations for use of Library meeting rooms, future use of facilities shall be denied.