The staff of the Children's Room at the Greenfield Public Library strives to create a safe, respectful, warm, inviting and fun environment for children from birth to age 12.

The safety and well-being of children at the library is of serious concern. For the protection and well-being of children, the Trustees have implemented the following rules to help all enjoy their time at the library.

Library Cards:

A child of any age may receive a library card, however, for children under the age of 13, a parent or guardian must be present to provide a signature, proof of address and emergency contact information. Additionally, guardians may be asked to show guardianship papers.

General Use:

• The Children's Room is for use by children from birth to age 12.
• Children under the age of eight must have a parent/caregiver in immediate vicinity of (and in visual contact with) the child. During a program held in the craft room, we ask that the parent/caregiver remain within the Children's Room, unless their child requires assistance with the activity.
• Children eight to 10 may be in the Children's Room unaccompanied as long as their parent/caregiver is within the library building and has checked in with the Children's librarian. A Parent/caregiver should indicate to their child where they will be within the library building and communicate a plan to reconvene. In case of emergency or disruptive behavior, the library staff will contact the parent/caregiver via the library intercom.
• Children 10 to 12 may come to the library unaccompanied by a parent/caregiver. They will be required to check in with the Children's librarian. If problems arise, they may be asked to leave and/or the parent/caregiver may be contacted.
• A caregiver over the age of 12 may accompany a younger child.
• Adults not accompanying a minor are only invited to access the Children's Room to borrow materials or ask for help in locating resources.

Patron Privacy:

• Patrons' privacy, including that of minors, prohibits library staff from providing information to patrons calling the library regarding the whereabouts of a child or passing messages to children.
• A parent/caregiver is welcome to photograph/video only their own child while participating in programs or enjoying the Children's Room.

Material Selection

The library is not responsible for a minor's selection of library materials

Behavior in the Children's Room and Library:

• Children, and their parents/caregivers, are required to respect library property and to act in a manner appropriate to the use and function of the library and its resources.
• A parent/caregiver is responsible for their child's behavior at all times, even when they are not present. Parents will be contacted if an issue arises with the behavior of their unaccompanied child.
• A child aged 10-12 (that are allowed unaccompanied) may be asked by the staff in charge to leave the library as a result of unacceptable behavior. If this occurs twice, the child and their caregiver will need to make an appointment with the Director before being allowed to come back to the children's room.

Computer/Techonolgy Use:

• Children under age six who wish to use a computer must be supervised by an adult at all times.
• It is the responsibility of a parent/caregiver to ensure appropriate use of the computer equipment by young children.
• Failure to comply with policies, procedures and staff direction regarding computer use may result in the loss of computer privileges.

Food

Unless offered as part of a library program, food is not permitted in the Children's room. Securely covered drinks are permitted in the Children's Room.

Unattended Children in the Library:

• Children and their parents/caregiver should be aware of the closing times of the library.
• Library staff and volunteers are not responsible for children who are left unattended.
• If a child has been left at the library without a ride or assistance home at closing time, every attempt will be made to contact a parent/caregiver by telephone.
• Staff are not permitted to remain after hours with an unattended child nor give him/her/they a ride home or to any other location.
• If a parent/caregiver of a child aged 10 and under cannot be reached, the Greenfield Police will be called to escort the child home or to keep the child until a parent/caregiver can be reached. A staff member will remain with the child until the police have arrived.

Unexpected Closings (emergencies or inclement weather):

• When the library needs to close unexpectedly due to an emergency or inclement weather, the Children's room will close and unaccompanied children will need to exit the library building.
• If the public schools close early due to inclement weather, or if such a closing seems likely, parents/caregivers are asked to instruct their unaccompanied child not to visit the library, as the library may also need to close early.

Approved by the Board of Library Trustees 12/16/2024.

To be reviewed yearly, or as needed.

The Board of Trustees of the Greenfield Public Library endorses the American Library Association's Library Bill of Rights and the Freedom to Read Statement as in existence on the day this policy is adopted.

Collection Development Statement

The Greenfield Public Library will provide, without bias, free access to library materials in a variety of formats, equally serving people of all ages, incomes, ethnicities, genders, or physical abilities while responding to our community's varied interests. The library will develop and maintain a collection of quality materials designed to meet the informational, educational, and recreational needs of the community. Collection development decisions will be limited only by the constraints of physical space and financial resources.

All materials will be freely and easily accessible to the public. Users are free to select or reject for themselves, or children in their care, any item in the collection. A singular obligation of a public library is to reflect within its collection differing points of view and a diversity of opinion and experience. Some materials may be offensive to individuals or groups because of individual perceptions of profanity, human sexuality, social, economic, and political ideas, religious viewpoints, the background of the author, or the kind of information provided. Although the library understands this concern, it is our position that the risk to society is far greater if public access to ideas and information is restricted. Providing free access to these materials may be meaningful and significant to other users and thus must be protected. Children and teens are not limited to use of the materials in the children's or teen areas. Responsibility for a child's selection or reading rests solely with their parent or guardian. Selection will not be inhibited by the possibility that children may inadvertently use such items.

Responsibility for Selection

Final authority for policies governing the selection of materials rests with the Board of Trustees. However, collection development is a process guided through all its stages by the professional expertise of the librarians under the supervision of the Library Director. Therefore, the Board of Trustees delegates to the Library Director and his/her designated staff the day-to-day responsibility for the selection of materials within the framework of this policy.

Selection of Materials

A. Selection Criteria

The following criteria are among those used to determine what is purchased for the collection:

Non-fiction

1. Purpose and importance.
2. Authority and reputation.
3. Accuracy.
4. Style clarity, and presentation.

Non-fiction may be excluded for inaccurate content, lack of integrity, sensationalism, intent to promote hatred or intolerance, and content that is too limited or specialized. The library does not purchase textbooks. Collection development choices attempt to meet the needs of the layperson rather than the technical or scholastic specialist.

In the case of controversial questions, variety and balance of opinion are sought whenever available.

Fiction

1. Style.
2. Creativity,vitality.
3. Literacy merit, significance.
4. Appeal.
5. Authority.

The fiction collection includes recreation reading, classic literature, and titles representing styles of various periods and countries, all in multiple genres. The collection shall include titles intended for diverse populations. Controversial books of recognized literary merit may be acquired.

Suggestions are welcome, and the library will consider all requests from Greenfield residents using the same selection criteria used for other items purchased for the collection.

B. Selection Aids

Materials Selection Sources include:

1. Library Journal
2. Booklist
3. Kirkus
4. Boston Globe Books Section
5. Publisher's Weekly
6. NPR Book Section
7. New York Times Book Review & Best Seller Lists
8. Publisher's Catalogs
9. School Library Journal
10. The Horn Book
11. Bulletin of the Center for Children's Books
12. Ingram High Demand Reports

C. Balance of Collection

The library attempts to provide differing viewpoints on all major public interest issues. Inclusion of a particular item does not indicate endorsement of its contents but, rather, is acknowledgement of the existence of that point of view. The library recognizes that many works are controversial and that any given item may offend some individuals. Selection is not made on the basis of anticipated approval or disapproval but solely on the merits of the individual work. No item in the library's collection is marked or identified to indicate approval or disapproval of its contents or to restrict its use. The library does not rely on private advisory codes or rating services in developing collections, nor does the library remove such ratings if they are an integral part of the item or its packaging.

D. Selection for Children

The goal of collection development for children is to provide materials that suit their varied interests and reading abilities. The same criteria are applied in the selection of materials for children as are applied in the selection of materials for adults. Responsibility for the use of library materials by children rests solely with their parents or legal guardians. Selection of or access to materials in any area of the library is not restricted by the possibility that children may obtain materials which their parents might consider inappropriate. The library does not operate in loco parentis. The role of library staff is to assist each family in finding materials suitable for them and to empower caregivers by teaching them how to find materials that are appropriate for their child.

Some books in the Children's collection may not be considered appropriate by all adults for all children. However, while some books are too mature for one child, other children may be ready for them. We recognize and respect that only each child and their caregiver may decide what material is suitable for their family.

E. Selection for Teens

Materials in this collection are intended to assist teens in achieving a successful transition from childhood to adulthood by providing the resources that will encourage intellectual, emotional and social development. Extra effort is made to provide this age group with materials that deal with their concerns in open, honest ways, and which meet their recreational, academic, and cultural reading needs. Emphasizing contemporary trends in young adult fiction, the collection includes current information which appeals to the diverse interests of this age group, while considering varying reading and developmental levels. To fulfill these needs, the collection will inevitably include materials on controversial and sensitive topics.

Because of the wide range of maturity and reading levels among individual teens, the suitability of any particular item must be determined on an individual basis by the parent or guardian of the teen. Since the resources of the adult collections are readily available and offer a more complete reference capability, teens are encouraged to utilize the holdings of the entire library. The Teen collection will focus on sixth through twelfth grade levels, but they will not be exclusive to that age range and may contain adult titles and resources.

F. Gifts

The library welcomes gifts of materials in good condition with the understanding that once gifted the items become the property of the library. The library will not accept any item that carries stipulations about its use, placement, or retention. The same criteria are applied to gifts as are applied to items purchased by the library in determining their suitability for the collection. Gift items which are not added to the collection are made available to other organizations.

G. Self-Published Materials

The library is willing to support the Greenfield writing community by providing a place for residents to share their work. Self-published authors (e.g., print-on-demand, vanity, or subsidized presses) who are local residents (past or present) are welcome to donate their works to the library. Once donated to the library, a self-published work is treated as a gift, and is subject to the policy terms outlined in section F.

The library may occasionally purchase self-published titles by local authors for the regular collection, if there is a compelling reason to do so (valuable local content, high local interest, etc.).

Self-published work must be in a format suitable for circulation.

Self-published works must fit within the library's general guidelines for acquisition. If the item does not meet the library's collection development criteria, it will be returned to the author or donated to another organization. These items will be retained or withdrawn according to the guidelines outlined below in the section entitled Maintaining the Collection.

H. Electronic Collections

Electronic collections play an important role in the Library's portfolio. These materials include databases, e-books, e-audiobooks, and downloadable and streaming media where the content is not selected or maintained at the local level, but with the vendor. Therefore, it is not possible for the Library to control when and what titles are added or removed from these collections. The Library bases its decisions to provide access to these collections on a variety of factors, including ease of use, uniqueness of content, technology requirements, vendor reputation and customer service, availability for remote access, licensing agreements, and cost. In addition to standard criteria used in selecting other formats, the Library must consider special selection criteria for electronic materials. The Library favors electronic sources which are device and platform neutral, and which support the traditional legal principles of first sale and fair use.

Maintaining the Collection

Systematic evaluation of library materials is an essential part of collection development that helps ensure a relevant, accurate, and useful collection. Materials which are no longer useful, or are not in suitable condition for circulation, may be removed from the collection. The decision to withdraw an item from the collection is based on accepted professional practice and the judgment of the Library Director and his/her designated staff within the framework of this policy.

The general criteria for withdrawal of an item from the collection include:

• Availability of updated or revised material
• Circulation and usage
• Condition
• Dupication in the collection
• Inaccuracy of content
• Value as a classic

Items withdrawn from the collection will be donated to non-profit organizations, recycled or discarded.

Reconsideration of Library Materials

Residents of Greenfield making a formal request for reconsideration of materials in the library's collection must do so in writing. Forms for this purpose are available at the main circulation desk. A form is also appended to this document.

Policy Review and Revision

The Collection Development Policy will be reviewed annually by the Board of Trustees and is subject to revision as circumstances require.

Approved 11/8/2022

Zine Addendum to GPL Collection Development Policy

Definition of Zines:

Zines are independently published works that could include text, photos, and illustrations, often reproduced using a photocopier. Most zines are published in small runs, distributed and swapped by those in the zine community. Topics can be broad in scope, from politics to feminism to poetry to personal journal entries. Most anyone has the ability to make a zine. Once reserved for the underground, zines can now be found in many different libraries across the country.

Zine creators are often motivated by a desire to share knowledge or experience with people in marginalized or otherwise less-empowered communities. Most zine creators are motivated by self-expression and passion, not profit.

Rationale for the Zine Collection:

GPL collects zines because it is important to document contemporary popular culture, making them important primary source material for future library patrons. Zines also give voice to ordinary people. By collecting zines the Library creates access to works by authors from populations and communities frequently underrepresented in libraries. By offering unique and inspiring materials, library users will gain a broader appreciation for their community and library and feel empowered to contribute their own self-published zines to the collection.

Subject Areas:

Zines can be about a broad range of topics. Some of the topics collected include:

• Greenfield Zine Creators and/or Zines About Greenfield and Franklin County
• Politics/Social Justice
• Self-Care
• DIY Topics
• Spirituality
• Perzines (autobiographical zines)
• LGBTQIA+
• Poetry and Other Literature
• Education
• Technology

Goals of the Zine Collection

• To raise the awareness about the importance of zines;
• To encourage patrons to make their own zines;
• To support GPL library programming about zines

Acquisition Strategy:

The Library's broader Collection Development Policy serves as a benchmark when selecting zines to add to the collection. There are several differences, however.

• Because of the homegrown nature of zines, donation of zines is one of the primary ways to acquire zines and is encouraged, especially if the creator is from Greenfield or a zine's subject is Greenfield or Franklin County. The creator who donates their zine will fill out an intake form to give the Library permission to add the title to the collection.
• Staff will also use distros (zine "stores") to acquire zines. Creators who distribute their titles through a distro will not need to fill out an intake form as the creator has given tacit permission by using a distro to distribute their work to the public.
• GPL will also accept donations from third parties where the donor is not the author of the donated zines. Library staff will attempt to contact the original creators (where possible) to get consent for their work to be placed in the collection.
• consent for their work to be placed in the collection. Library staff will decide whether to accept the donation of a title to the zine collection. The Library reserves the right to utilize donated materials in whatever way best benefits the collection and services. No donations are accepted unless given to the Library without restriction. Items from the zine collection may be removed according to our broader Collection Development Policy due to condition, low circulation, or change in the zine collection's scope or purpose. As with the rest of the collection, the Library will not act in the role of censor for any age level, material type, or subject matter.

Approved by the Board of Library Trustees 9/12/2023.

To be reviewed yearly, or as needed.

Collection Development Policy

The Greenfield Public Library offers public access to the Internet as an extension of the library's commitment to meet the informational, educational, cultural and recreational needs of our diverse community. The Library has a responsibility to provide material and information presenting all points of view and the Library supports access to all formats of material to meet the informational needs of the community.

The Internet is a powerful tool for finding information, but not all web sites are accurate, reliable, or unbiased. The Internet should not be considered a substitute for other library resources. The most appropriate information may more easily be found in books, magazines, or research databases. Users are encouraged to ask a reference librarian for assistance to find the best sources for needed information.

ACCEPTABLE USE

Access to and use of the Internet is a privilege. Internet access should be used in a responsible and ethical manner consistent with the educational and informational purposes for which it is provided.

The following purposeful, illegal and/or criminal activities constitute unacceptable use:

• Using library workstations for any illegal or criminal purpose that violates local, state, or federal laws (including, but not limited to, committing fraud; hacking; or engaging in communications which are libelous or slanderous);
• Viewing child pornography;
• Deliberately displaying obscene images;
• Violating copyright law or software licenses;
• Removing privacy screens;
• Compromising the privacy of users;
• Attempting to gain unauthorized entry to the library's network or to cause degradation of system performance;
• Attempting to install, delete, or modify library software; attempting to install or run any programs that have not been installed by the library;
• Downloading software from the Internet onto library computers or onto disks;
• Moving or changing the arrangement of library computers and attached equipment;
• Damaging computer equipment or software in any way.
• Disrupting the intended use of the library Internet computers.

CHILDREN'S USE OF THE INTERNET

The Library is aware of parental and governmental concerns about child safety on the Internet. The Library also cares deeply about children and has put in place policies and procedures to ensure children have an enriching and safe online experience.

Internet computers in the children's room are restricted to children ages 12 and younger, and/or their accompanying caregivers. These computers point to web sites and search engines that are recommended as appropriate and useful for children. The children's librarians instruct children in the use of the Internet computers and offer assistance in locating helpful web sites to find information. The library also makes available copies of A Librarian's Guide to Cyberspace for Parents and Kids and Child Safety on the Information Highway, as guides to help adults direct children's use of the Internet.

While instruction is provided and help offered, librarians cannot monitor individual use of the Internet. Access to the Internet carries with it the potential to deliberately or accidentally access inaccurate, inappropriate, or offensive material. Therefore, parents and guardians are encouraged to take an active role in their children's use of the Internet and to talk about their personal values, expectations, and rules for safe behavior when using this resource. Parents should encourage their children to speak to the librarian if they get to a web site that makes them feel uncomfortable.

The Library affirms the right and responsibility of parents or legal guardians to guide their children's use of all library resources, including the Internet. As is the case with all other library materials, any restriction of a child's access to the Internet is the responsibility of the child's parent or legal guardian.

PRIVACY

The library respects a user's right to both confidentiality and privacy. Each user is asked to respect the privacy of other computer users. Privacy screens are provided, and may not be removed from Internet terminals. Users are cautioned that the Internet is not a secure medium. All transactions, files and communications (including transmission of personal financial information) may be subject to access by third parties, whether legal or illegal. The library will not release information on the use of electronic resources by members of the public except as required by law. (See Policy on Confidentiality of Library Records for more information.) Reservation lists and sign-up sheets identifying computer users will be kept for 1 week, solely for purposes of ascertaining violators of the library's Internet policy.

OBSCENE MATERAILS

The library strives to balance the rights of users to access all types of information resources with the rights of users and staff to work in a public setting free from disruptive sounds and visuals. Users are reminded that the library's computer terminals are located in public areas that are shared with library users and staff of all ages, backgrounds and sensibilities. Individuals are expected to consider this diversity and respect the sensibilities of others when accessing potentially offensive information or images.

The deliberate display of obscene materials or images, including any attempt to print out those materials on library printers, is prohibited as a violation of Massachusetts General Law, Chapter 272, Section 29, and applicable federal laws.

VIOLATIONS

Violations of any part of this policy may result in the loss of library privileges. Persons violating the library's Internet Use policy will be notified in writing that their behavior has violated the library's policy. If such behavior occurs a second time, penalties will be imposed.

Penalties may include suspending or terminating the patron's access to library computers or rescinding their library card, which prevents use of any C/W MARS library for any purposes.

Users will be held responsible for any damage to hardware, software, data, furniture or equipment. A librarian may check the workstations after each use.

Illegal acts involving library computing resources may also be subject to prosecution by local, state, or federal authorities.

WAIVER OF RESPONSIBILITY

The Library does not endorse the viewpoints or vouch for the accuracy of information obtained through the Internet. The Library cannot control or monitor material which may be accessible from Internet sources. The Library's selection policies which serve to govern the Library's purchase of materials are not applicable to material accessed electronically. Library patrons use the Internet at their own risk. The Library assumes no responsibility and shall have no liability for any direct, indirect, or consequential damages arising from its connection to the Internet. The Library is not responsible for changes in content of the sources to which it links or for the content of sources accessed through secondary links.

Librarians will identify and display starting points for searches which are appropriate to the Library's mission and service roles. However each individual user must accept responsibility for determining which electronic resources they will access and the relative value of the content. Since the Internet is not secure, each user accepts personal and financial responsibility for information transmitted or received. Parents are responsible for their children's use of the Library's Internet computers.

Approved by the Board of Library Trustees 12/16/2024.

To be reviewed yearly, or as needed.

The staff of the Teen Room at the Greenfield Public Library strives to create a safe, respectful, warm, inviting and fun environment for young adults.

The Teen Room represents the Library's effort to adhere to https://www.ala.org/yalsa/guidelines/teenspaces pertaining to teen rooms, ensuring that students in grades 7 through 12 have a place that is safe, relaxing, and responsive to their library needs and interests. Quality library service to teens must be provided by staff who understand and respect their unique informational, educational and recreational needs. In accordance with the principles expressed in the Library Bill of Rights and Free Access to Libraries for Minors (Intellectual Freedom Manual, 7th edition, ALA, 2006), teenagers must have access on an equal basis with adults to all the services and materials the library provides. Cooperation among public, school and other libraries in the community is essential to serving teens.

For the protection and well-being of our teen patrons, the Trustees have implemented the following rules to help all enjoy their time at the library.

Library Cards:

• A child of any age may receive a library card, however, for children under the age of 13, a parent or guardian must be present to provide a signature and proof of address. Additionally, guardians may be asked to show guardianship papers.

General Use:

• The Teen Room is for use by young adults ages 13 to 20.
• The Teen Room is exclusively for teens. Adults and younger people may stop in briefly to browse for a book, however the hangout space and activities are for teens only with the exception of occasional special programming.
• If a Teen is looking after a child under the age of 13, they will be asked to move to the Children's room or to an all-ages area.
• Tutoring is welcome in the library in one of the study rooms. The Teen Room cannot accommodate tutoring sessions.

Patron Privacy:

• Patrons' privacy, including that of minors, prohibits library staff from providing information to patrons calling the library regarding the whereabouts of a young adult or passing messages to young adults.

Materials Selection:

• The library is not responsible for a teen's selections of library materials.

Behavior in the Teen Room and Library:

• Be respectful and kind to one another and of others' belongings.
• Keep your hands to yourself: no rough-housing, pushing, shoving or excessive public display of affection.
• Be kind: no profanity, disrespectful or unsafe language.
• Keep the volume down: talk at a conversational level, the same applies when playing audio or talking on your cell phone.
• Take pride in your space: clean up after yourself and others. Use furniture for its intended purpose ~ no sitting on tables or standing on chairs.
• Bikes and sports equipment: bikes can be locked up at the bike racks outside of the library. Skateboards and scooters (also, basketballs, softball bats, etc.) must be stored behind the librarian's desk in the Teen Room.
• Watch your belongings: please keep an eye on your bag, laptop, cell phone and do not leave them unattended.
• Keep things age appropriate: Digital content must be rated PG-13 or under. Video games must be rated T and under.
• Failure to follow these rules may result in loss of access to the Teen Room.
• Teens may be asked by the staff in charge to leave the library as a result of unacceptable behavior. If this occurs twice, the teen and their caregiver will need to make an appointment with the Director before being allowed to come back to the teen room.

Library Programs:

• Adults without an accompanying child cannot attend Teen Programming, with the exception of events marked "All Ages".

Computer/Technology use:

• Digital content must be rated PG-13 or under. Video games must be rated T and under.
• Serious or repeated failure to comply with policies, procedures and staff direction will result in loss of privileges to use library computers.

Food:

• Unless offered as part of a library program, food is not permitted in the Teen Room. Securely covered drinks are permitted.

Unexpected Closings (emergencies or inclement weather):

• When the library needs to close unexpectedly due to an emergency or inclement weather, the Teen Room will close and teens will need to exit the library building.
• If the public schools close early due to inclement weather, or if such a closing seems likely, Teens should not visit the library, as the library may also need to close early.

Approved by the Board of Library Trustees 10/8/2024.

To be reviewed yearly, or as needed.

The Greenfield Public Library offers two meeting rooms. Until further notice, meeting rooms will only be available during library open hours.:

• The Community Meeting Room (maximum capacity 90 people).
• Conference Room (maximum capacity of 25 people; has Zoom access; some training required for use.)

Each room is equipped with moveable furniture which allows for various room arrangement options. For safety reasons, the maximum capacity may not be exceeded under any circumstances.

The Library encourages events that are open to the public free of charge. In accordance with the American Library Association's Library Bill of Rights, the Library does not limit use of meeting rooms based on the subject matter or content of the meeting or on the beliefs or affiliations of the meeting's sponsors. Library meeting rooms are made available on an equitable basis, regardless of the beliefs or affiliations of the groups making the request. Moreover, meeting rooms are made available as a public service and booking a room in no way constitutes an endorsement of the program or philosophy of the group or the individuals using the facilities.

Eligible Groups (In priority order):

• Library programs and meetings.
• Library related groups, such as Foundation, Friends and Trustees.
• City Departments and school-related programs
• Civic and nonprofit groups presenting meetings of public interest. In case of emergency, city boards will take priority over non-profit uses of the rooms.
• Other groups not included above, and not specifically excluded in the Greenfield Public Library Meeting Room Policy.

Guidelines

• Priority use of meeting rooms is for library programs and events, but they may be used for gatherings by local non-profit and not-for-profit groups and organizations, and can be reserved up to 12 weeks (90 days) in advance.
• Because of the high demand for meeting rooms, no group may be booked more than once per month (per group). Groups may only have three meetings scheduled at any one time.
• The rooms may not be used for social functions such as private parties, luncheons, etc. unless an exception is made by the Library Director. If such an exception is made, a fee will be charged.
• The meeting rooms at the Greenfield Public Library may not be used for selling, soliciting business, or any other for-profit activities. Exceptions are made for authors or musicians selling books or CDs in connection with events sponsored by the library, a library-affiliated group, or other approved organizations. Trade-published authors may arrange for a third-party bookseller to sell their books during author events at the library. While a monetary donation from book sale proceeds to the library is appreciated, it is not required. To ensure accessibility, library staff will provide library copies of the author's books for borrowing by those unable to purchase them. Please note that library staff cannot assist with or manage sales transactions.
• Meeting rooms may also not be used for fundraising activities, except for events hosted by library-affiliated groups where the purpose is to raise funds specifically for the benefit of the Greenfield Public Library.
• The size of the group cannot exceed the capacity of the specific meeting room (see above).
• Library facilities may be reserved for political activities, meaning meetings in support of particular candidates, ballot questions, or other similar partisan activities. The library shall provide equal access to groups wishing to use the meeting rooms, providing said groups comply with all other provisions of this policy (including those prohibiting selling and fundraising)
• The expressed viewpoint of any group wishing to use the room shall not be the determinant of whether a reservation is approved by the library. The Greenfield Public Library does not affiliate itself with any group reserving a library meeting room, unless the event is co-sponsored by the library as part of regular library programming. Acceptance of a room reservation does not imply endorsement by the Greenfield Public Library of the reserving group's message or viewpoint.
• During open hours, use of the meeting spaces cannot interfere with the normal operation of the library.
• The group or association is responsible for the security, safety and behavior of the group. If the Board of Trustees, or the Library Director as their designee, in consultation with the Greenfield Police Department, determines that police presence is advisable at a scheduled meeting, the group using the meeting room will be required to hire one (or more) officer(s) at their own expense. Failure to do so will result in cancellation of the meeting/event.
• Children must be supervised by group members and pick up of children must be monitored by the group (Please see Children's Room Policy).
• Library staff are not responsible for relaying messages to individuals in the meeting rooms.
• Any meeting held in the meeting rooms must be free.
• Meeting rooms cannot be used for commercial purposes, for the solicitation or development of business, or for any collections or sales of goods and services, except in the case of authors or musicians who are selling books or CDs in connection with an event sponsored by the library or a library-affiliated group.
• Crafts that may cause a mess or spill are not permitted in these rooms.
• Wall hangings are to remain undisturbed. Nothing may be hung on the walls by the group.
• Decorations and/or displays must be limited to the tables or easels. Any other requests must be cleared through the Library Director. Materials on display in the meeting rooms are not to be moved or rearranged.
• Library staff are not responsible for and will not monitor personal items left unattended in these rooms regardless of value or circumstances.
• The Library does not provide special services such as the use of: a fax machine, copier, or other business center services.
• The Library should not be used as the mailing address for any group or organization not affiliated with the Library.
• Please keep all doors shut until the time of the program.
• Groups using the meeting room or conference room will be held responsible for any costs incurred by the Library or the City for any damage to the spaces.
• No storage facilities are provided.
• No animals, other than service animals, are allowed, unless as a part of a Library-sponsored program.
• Smoking, vaping, any tobacco use, the use of open flames, or any alcohol (unless as part of a properly licensed program) or drug use are prohibited.
• Meeting rooms will NOT be available if the library is closed due to inclement weather, emergency conditions, or holidays. Notification of last-minute or emergency closings will be attempted but may not always be possible. Groups are advised to call ahead if uncertain whether the library will be open or to visit the library website for updates.
• The Library reserves the right to cancel the use of the facilities as the result of an emergency.

Availability of Meeting Rooms:

• The Meeting rooms are available during regular library hours, and after hours (once the appropriate technology is in place). After hours usage requires that the organization or individual who requests the use of the meeting room receive training from library staff on closing procedures at least 24 hours before the event. Failure to make this arrangement will result in forfeiture of the room reservation.

Reserving Rooms:

• Reservation requests must be made by adults by telephone or the online Reservation Form.
• Use of the Kitchenette, located in the Community Meeting Room, must be requested at the time of reservation of the room.
• Reservations may be made no more than three months and no less than 2 weeks in advance of the event. Scheduling requests submitted less than 2 weeks in advance will be accommodated when possible.
• Cancellations must be received at least 2 days in advance of the scheduled meeting. Failure to do so may forfeit the right of the group/individual to reserve rooms in the future.
• Library administration shall have the right to cancel, re-schedule or transfer meeting room locations or dates that conflict with library sponsored programs and/or special events. In such cases, the library will give at least 2 weeks advance notice.
• Permission for use of meeting rooms is not transferable.

Responsibilities of Groups Using Rooms:

• Groups are responsible for arranging furniture as they desire and returning the room to an orderly and clean condition before leaving. Furniture may not be moved in or out of meeting rooms. No items may be taped, tacked, or otherwise affixed to walls or wall hangings.
• It is the obligation of the organization or individual who requests use of a meeting room, when the Library is closed to completely secure the building and make sure there are no people left inside at the conclusion of the meeting. An individual representing the group is required to collect the key to the Library and get instructions on how to secure the building at the conclusion of the meeting. Obtaining the key and being given instructions on securing the building must occur during normal library operating hours when library staff are present in the building. Failure to make this arrangement will result in forfeiture of the room reservation.
• Setup and cleanup is the responsibility of the person or organization booking the room and must be completed within the reserved time. The condition of the room must be orderly and clean when vacated
• If the room requires additional cleaning after a meeting, the contact person for the group will be charged at the rate established by the Library.
• The Library reserves the right to revoke or refuse permission to use the meeting rooms, including canceling reservations, when the Library Director, in conjunction with the Board of Trustees, deems that action to be in the best interest of the Library and/or City. Factors including, but not limited to, a group or its members' violation of this or any other library policy, or the possibility that a proposed meeting or event will be disruptive to library services and programs, impede the work of library staff or the ability of patrons to use library facilities, or endanger the library building or collections will result in rejection of the meeting room reservation.
• Groups may be required to obtain and provide proof of insurance in an amount to be determined by the Library Director if it is determined that such coverage should be provided. Groups and individuals reserving the library meeting rooms agree to indemnify, defend and hold the City harmless for any damages or other liabilities arising from their reservation and/or use of the meeting rooms, including if such reservation is denied.
• Groups showing movies or documentaries must provide proof of having public performance rights to do so. Per legal agreements, the Library's license cannot be used by any other group or organization.
• Once a meeting room reservation has been approved the content or description of the event in the meeting room request form cannot be changed without informing the library at least two weeks in advance. If this occurs, the Library has the right to cancel or postpone the event.

Refreshments/Equipment:

• Requests to have food during meetings or programs held in either the meeting rooms must be indicated on the Meeting Room Application form.
• Groups shall, at their own expense, procure any license or permit necessary from the Board of License Commissioners.
• All trash must be placed in the proper disposal receptacle.

Equipment/Technology:

• Groups who wish to use the Library's projector system are strongly encouraged to test their equipment for compatibility ahead of time. Technical questions can be addressed to our Information Services department. No technical assistance is available on evenings and weekends.
• Library staff are usually not able to assist with audiovisual/technological troubleshooting during the course of an event. Groups that are planning to use the library's audiovisual equipment are strongly encouraged to schedule a time for an orientation to the equipment prior to their event. Orientations may be arranged by contacting the Information Services department.
• If audiovisual equipment or furniture is damaged during an event (including its setup or cleanup), or if a room is not left in clean condition, the group holding the room reservation will be responsible for reimbursing the library for expenses related to cleaning the room or repair/replacement of furniture and equipment.
• Use of the Zoom Room
  • Non-city department groups wanting to use the Zoom Room equipment must have their own Zoom account. Per the city's Zoom license, the library's account can only be used by city departments. No technical assistance is available on evenings and weekends.
  • Groups wishing to use the library's Zoom Room are strongly encouraged to test their equipment for compatibility ahead of time. Technical questions can be addressed to our Information Services department. No technical assistance is available on evenings and weekends. (Code: JQX)

Publicity:

• Publicity must clearly state who is sponsoring the program (The Greenfield Public library does not sponsor these programs and no inference should be made).
• Publicity must include a contact telephone number (not the library phone number).
• Library administration must receive final copies of any publicity.

Disclaimer:

• Neither the Trustees of the Greenfield Public Library, nor the City of Greenfield shall be held responsible for injury to persons or property that may occur while a meeting room is being used.
• The Library cannot be held responsible for loss or damage to materials, supplies, or equipment owned by the group and used by them in the library.

Approved by the Board of Library Trustees 03/11/2025

To be reviewed yearly, or as needed.

The Greenfield Public Library provides three quiet study rooms on the second floor: one can seat up to two people, one that seats up to four people, and one room that seats up to six. The Study Rooms are available free of charge.

Room Usage:

The following groups are invited to use the Study Rooms:

• Individuals or small groups wishing to work without excessive distractions.
• Small groups for nonprofit, educational, civic and cultural purposes.
• For-profit use is permitted under limited circumstances consistent with the Library's objective of providing a suitable learning environment for research, study and reading. One example of an approved for-profit use is a paid tutor.
• High School and Higher Ed students are eligible to use/reserve a study room.
• Groups or organizations that are conducting partisan political meetings, operating a business or selling merchandise or services, soliciting for sales, or for social events, are NOT allowed use of the Study Rooms.

Guidelines:

• Rooms are intended for group work or study rather than individual office space. Please note: these rooms are not intended for crafting (sewing, glitter, glue, etc.). For crafting purposes, please use our Makerspace.
• The rooms are not sound-proof and reasonable noise may be heard between rooms. No noticeable noise should be heard outside of the room while it is in use
• Cell phones should be silenced.
• Headphones for any audio from a computer or other device are required (the Information Services desk offers free headphones). Food is not allowed in study rooms. Drinks must be in closed containers.
• Furniture may not be moved into or out of study rooms.
• Users must not affix anything on the walls or windows.
• The rooms should be left in a neat and undamaged condition, with trash placed in appropriate receptacles.
• Individuals or groups using a room shall be responsible to the library for any damage to the library premises or property during their reservation.
• The library is not responsible for damaged, lost or stolen items.
• Library staff may request that individuals/groups leave the rooms, and may deny them future reservation requests, if they are using the study room inappropriately or violate this or any other library policy.

Reserving Study Rooms:

• A library card is not required to reserve or use the study rooms.
• Study rooms may be reserved in advance by booking online.
• Study rooms may also be used on a walk-in, as-available basis by registering on the individual digital calendars located at the entrance to each room.
• Individuals who no longer need a room should contact the Information Services desk to cancel their reservation.
• Reserved rooms will be held for up to 10 minutes after the start of the reservation, after which, the room will be opened to others.

Limitations on Room Use:

• To ensure equitable access, individuals and groups are guaranteed two hours of room use. After that time, they will be asked to leave the room if others are waiting to use it.
• The same person or group may not reserve a study room in advance more frequently than three times/week. Only one reservation is permitted per day.
• The same person or group may use study rooms on a walk-in/as available basis any number of times if the rooms are not in demand by others.
• Study rooms must be vacated at least 15 minutes before the library closes and are not available after hours.
• Groups using study rooms must not exceed four people for the smaller study rooms and six people for the larger room.
• Groups of five or six people shall be given preference for use of the larger study room.

Tutors:

• Study rooms are available for use by tutors.
• A tutor wishing to meet with a student(s) in a study room must reserve and/or sign in to the room under their own name, not that of their student(s), (or students' parents') names.
• A single tutor may only use a study room for up to two hours per day if others are waiting, regardless of how many different students the tutor is working with during their time in the room.
• Tutors should be aware that if they have been in a room for over two hours and another person or group wishes to use the space, they may be asked to vacate the room even if they are in the middle of a tutoring session.

Exceptions:

• Exceptions to this policy may be made by the Library Director.
• There may be times when study rooms are not available due to use for library-sponsored open-hours sessions by local social service agencies or other organizations.

Approved by the Board of Library Trustees 02/11/2025

To be reviewed yearly, or as needed.

The Greenfield Public Library Board of Trustees has voted to charge an annual fee of $35 per card to out of state residents or those who live in towns with non-certified libraries. If you live out of state or your town's library is not certified by the Commonwealth of Massachusetts, payment of this fee is required to access the Greenfield Public Library's services.

All libraries in the state must annually apply to the Massachusetts Board of Library Commissioners to receive certification. To remain certified, Greenfield Public Library must meet the criteria and standards for Public Library Service as stated under Massachusetts General Laws. Among these requirements are a specified number of hours open to the public and a minimum budget. As the county's largest library, with the most number of hours of operation, the Greenfield Library provides significant services to residents of neighboring communities, including access to CWMARS services. In order to meet these criteria, the Greenfield Board of Trustees seriously examines how our resources are best used.

Our staff and facilities are placed under a great strain to provide these reciprocal borrowing privileges. In fact, over 41% of the Greenfield Library's demand is from non-resident use! While Greenfield receives a small reimbursement from the state for serving non-residents, we receive no reimbursement for serving residents of communities whose libraries do not meet state requirements.

The GPL welcomes all visitors. This policy is the best way for us to continue providing a high level of service to all and is consistent with policies in effect at many other libraries in MA and in other states.

Other libraries can choose to deny all borrowing to residents from out of state or of any town that is not certified.

We encourage residents of non-certified or decertified municipalities to discuss the benefits of pursuing certification with their town librarian and/or the Mass. Board of Library Commissioners (617-725-1860/800-952-7403 in MA). Benefits include state aid funds, ability to apply for federal and state grant funding to improve library services and resources, as well as full participation in regional computer networks. Strong libraries help build strong communities.

Every town needs to do its part to support public libraries and help to provide these important services to all. Please contact your local library or town officials to express your views on this situation.

Approved by the Board of Library Trustees 09/21/2007.

To be reviewed yearly, or as needed.

Greenfield Public Library Items

The library will accept cash, checks, or money orders at the circulation desk for items that have been damaged, destroyed, or lost. Patrons may choose to use a credit or debit card to pay for items by accessing their library account online. Please contact the main circulation desk with any questions about replacement costs of GPL items.

GPL will accept replacement copies of books in lieu of payment if the book matches the format of the lost or damaged item and is in the same or newer condition. Music CDs or DVDs may be replaced with new copies of the exact item. We reserve the right to accept or decline an exchange based on the item's condition.

Once an item has been paid for, GPL is unable to provide refunds.

Items Belonging to Other Libraries

Items belonging to other libraries must be paid with a check or money order made payable to the owning library. Contact either the main circulation desk or the owning library for additional information.