Library Policies

The Summit Free Public Library welcomes children of all ages; however, Library staff cannot assume responsibility for any child left in the Library.

As in all public places, “stranger danger” is a serious concern. Consequently, a caregiver should not confuse the feeling of relative safety in a Library with the objective reality of the Library as a public place and Library staff cannot prevent children from interacting with or leaving the Library with any person(s). Unlike school personnel, the Library staff does not act in loco parentis for children who are in the Library. The Summit Free Public Library affirms the parent’s or caregiver’s responsibility for the safety and behavior of the child(ren) in their custody.

The Board of Trustees of the Summit Free Public Library adopted this policy to maintain a safe environment for children while in the Library.

Definitions.

“Appropriate Caregiver” refers to a parent, guardian or caregiver aged 12 or over.

“Unattended Child” refers to a child of any age who is apparently not accompanied by an Appropriate Caregiver.

1. A child aged 7 years of age and younger must be in the immediate vicinity (within sight or conversation distance) of an Appropriate Caregiver at all times.
2. A child over the age of 7 years of age but younger than 12 years of age may be under the indirect supervision of an Appropriate Caregiver as long as the Appropriate Caregiver is in the Library and provided that the child observes the Rules of Conduct Policy.
3. Children aged 12 years of age and older may use the Library without supervision for a reasonable period of time provided the child observes the Rules of Conduct Policy and carries the telephone number of an Appropriate Caregiver who can be contacted in case of emergency.
4. A child of any age with mental, physical or emotional problems that require supervision must be continually accompanied by an Appropriate Caregiver.
5. Children of any age who are unable or unwilling to care for themselves may not be left alone in the Library or on Library grounds at any time and must have adequate supervision from an Appropriate Caregiver.
6. When a Library staff discovers an Unattended Child, the Library staff member will initiate the following actions:
   1. Attempt to contact the Appropriate Caregiver of the Unattended Child to apprise them of the situation.
   2. If the Appropriate Caregiver is located in the building, the Library staff member shall explain the Library’s policy on unattended children and expect the Appropriate Caregiver to comply.
   3. If the Appropriate Caregiver is not in the building and is reached by telephone, the Library staff member shall request that the Appropriate Caregiver join the child at the Library immediately if the child is under 12 or is not observing the Rules of Conduct.
   4. If the Appropriate Caregiver is not in the building and cannot be reached by phone, the staff member shall call the Summit police to take charge of the child. Two staff members shall remain with the child until the police arrive.
7.  Violation of Rules of Conduct Policy; Library Closing. In the event that an Unattended Child of any age violates the Rules of Conduct Policy in a manner that requires expulsion from the Library, or if the Library is closing (whether at closing time or due to an emergency situation) within thirty (30) minutes, Library staff will follow the actions outlined for Unattended Children and attempt to contact the Appropriate Caregiver. The Appropriate Caregiver will be required to come to the Library to remove the child from the premises as soon as possible but in any event within the earlier of (i) thirty minutes, or (ii) the Library’s closing time. If the Library staff is unable to locate or contact an Appropriate Caregiver, or if the Library is closing and the Appropriate Caregiver has not arrived, Library staff will call the Summit Police to take charge of the child. Two staff members shall remain with the child until the police arrive.
8. Reporting Child Abuse and Neglect. New Jersey is a mandatory reporting state. This means that any Library staff having reasonable cause to believe that a child has been subjected to child abuse and/or neglect must report concern(s) or findings immediately by telephone or otherwise. The report should be made to the Division of Youth and Family Services (DYFS) at its centralized call center at (877) – NJ ABUSE or (877) 652-2873. This call center operates 24 hours a day, every day of the year.
9. Under no circumstances shall a staff member take a child out of the building, provide transportation elsewhere, or walk the child home.

Approved by Board of Trustees September 2019

The Summit Free Public Library protects the confidentiality of Library users’ records to the extent required by applicable law.

Accordingly, when any local, state, or federal official or a private citizen seeks to gain access to Library circulation records or patron files, Library staff may not reveal any personal data on Library users or allow access to such records or files except as provided by applicable law. Individuals seeking such personal data from Library records must be referred to the Library Director or in his/her absence, the designated Librarian.

To protect the Library user against invasion of privacy, the Library Director should withhold any information to be used for non-Library purposes until served with a legal process, order, subpoena, or warrant that specifically identifies the information required and the purpose for such a request.

Upon receipt of any such request the Library Director shall advise the President of the Board of Trustees of the Summit Free Public Library and, if applicable, legal counsel. No records shall be released until determination by legal counsel that such process, order, subpoena, or warrant is proper and in full compliance with proper legal authority, whether local, state, or federal in nature.

Any issue relating to the privacy of a Library user’s personal data as recorded by the Summit Free Public Library that is not provided for in this policy statement shall be referred to the Library Director. A decision on the problem shall be made after study of the issues and consultation with the Board of Trustees and/or legal counsel.

“Libraries are the people’s university.” – Unknown

A Library card opens a level playing field for all patrons of the Summit Free Public Library and introduces its Library card holders to many possible destinations, avenues for knowledge, inspiration for learning and exchange of ideas. Consequently, the Board of Trustees of the Summit Free Public Library has adopted this policy to facilitate the patrons’ full participation in the services of the Library.

a. Library cards will be issued to Summit residents and non-residents with proper identification and with the limitations defined below.

Summit Card – Resident:

Adult Resident (Summit card):

• Valid: 3 years
• Definition: A Summit resident aged 17 or above. 
• Privileges: Full Library privileges 
• ID Required: ID with home & street address- current DL, state ID, lease, mortgage, rental agreement, current utility bill, recent bank statement, car reg. 

Juvenile Resident (Summit card):

• Valid: 3 years or until reaches age 17
• Definition: A Summit resident under the age of 17. In person parental signature required.
• Privileges: As per adult resident except may only borrow juvenile & family DVDs, and may not borrow M rated games, Museum Passes and Library of Things.
• ID Required: Parent ID and signature)

Homebound (Summit card): 

• Valid: 3 years
• Definition: Summit resident who is unable to come to the Library for medical or other reasons. Must designate person who will pick up materials on their behalf.
• Privileges: Full Library privileges for applicable category. Exempt from late fees. Not exempt from billing for lost or damaged items.
• ID Required: Completed Form 405. Proof of residency required. 

Summit Card – Non- Resident:

Non- Resident Property Owner: 

• Valid: 3 years
• Definition: Owner of residential or commercial property in Summit. Must be named on deed / tax bill.
• Privileges: Full Library privileges.
• ID Required: Home address plus address of Summit property owned- Summit Tax bill, Property Deed.

Non-Resident Cards:

Non- Resident Student (Summit courtesy):

• Valid: 1 year
• Definition: Non-resident / attends public or private school in Summit. In-person parental signature required.
• Privileges: As per Juvenile privileges except no ILL. Valid in Summit Library only.
• ID Required: School ID, report card, letter from school for current academic year plus home address.

Non- Resident Employed (Summit courtesy):

• Valid: 1 year
• Definition: Employed in a Summit business. Includes nannies / au pairs (but NOT seasonal, as in lifeguards at pool.)
• Privileges: Full Library privileges for applicable category except no ILL. Card valid in Summit Library only.
• ID Required: Letter from employer, pay stub, plus ID with home address.

Non- resident MUF or MURAL Adult: 

• Valid: 1 year
• Definition: Valid member of a MUF/MURAL Library aged 17 or above. .
• Privileges: As per adult resident except may not borrow Reading list, Games or Launch Pad, Museum Passes or Library of Things. No ILL
• ID Required: Valid home Library card in good standing and ID showing home address in town where card was issued.

Non- Resident MUF or MURAL Juvenile: 

• Valid: 1 year
• Definition: Valid member of a MUF/MURAL Library under the age of 17. In person parental signature required.
• Privileges: As per juvenile resident except may not borrow Reading list, Games or Launch Pads, Museum Passes or Library of Things. Family and Juv Blu-ray/DVD’s only. No ILL.
• ID Required: Valid card from home Library and ID showing home address – as above.

Non- resident Millburn Adult:

• Valid: 1 year
• Definition: Millburn resident aged 17 and above in good standing.
• Privileges: As per adult resident except no Museum Passes or Library of Things. No ILL.
• ID Required: As above. Call Home Library to verify patron.

Non- resident Millburn Juvenile: 

• Valid: 1 year
• Definition: Millburn resident in good standing under the age of 17. In person parental signature required.
• Privileges: As per juvenile resident except may no ILL. May only borrow Family and Juv DVDs/Blu-rays.
• ID Required: Valid Library card from Millburn Library. Call Home Library to verify patron.

Relevant definitions:

• MUF: Morris Union Federation of Libraries – see Policy 305.
• MURAL: Mutual Reciprocity Among Libraries (Middlesex & Union Counties) – see Policy 306.
• ILL: Inter-Library Loan.
• Museum Passes – see Policy 209.
• Library of Things – see Policy 209.

b. Replacement of Cards:

Cardholders should report a lost or stolen card to the Circulation Department as soon as possible. The Library charges a $3.00 non-refundable replacement fee to reissue lost or stolen Library cards.

c. Use of Cards by Others:

A resident card may be used to charge out Library materials by other members of the cardholder’s household or a caregiver with the cardholder’s permission, unless that member’s own borrowing privileges have been revoked. Non-resident cards are issued for individual use only and are not eligible for use by other family members.

The Summit Library reserves the right to require another acceptable form of identification when a card is presented for use.

d. Library Card Renewal:

Cardholders will be asked to re-verify their status for continued Library privileges by presenting an appropriate form of identification.

Approved by Board of Trustees September 2019

OVERDUE FINES:

• Adult (Books, magazines, books-on- CD, books-on-cassette,CD’s, Playaway audio): $.20/day
• Young Adult (Books, magazines, books-on-CD, CD’s): $.20/day
• Homebound Delivery: No fines, just lost or damaged.
• Interlibrary loans [ILL]: $1.00/day
• Juvenile (books, magazines, books-on-CD, books and CD kits, CD’s, Playaway audio): $.10/day
• Anime: $.20/day
• Games and Blu-Rays: $.50/day
• Museum Passes: $10.00/day
• Playaway Views & Launchpads: $.20/day
• Library of Things: $10.00/day
• Kill-a-watt: $.20/day

Fines accrue to a maximum of $5.00 per item for juvenile materials, $10.00 per item for young adult materials and $10.00 per item for adult materials, except: maximum fine for a Museum Pass or Library of Things is $200.00 or the price of the item.

The Summit Library accepts credit and debit cards as a form of payment for fines, fees, or donations by adults aged 18 and older. Payment via credit/debit card can be made in the Library or over the telephone to the main circulation desk. The minimum payment to use a credit/debit card for payment is $1.00.

REPLACEMENT FEES:
As set forth on the schedule available at the Circulation Desk.

• Barcode: $1.00
• Book & CD kit plastic bag: $1.00
• Compact disk case – single: $2.00
• Compact disk case – multiple: $4.00
• DVD case: $2.50
• Compact disk booklet (single CDs): $2.50
• Plastic Book Cover: $2.00
• Play View case: $2.00
• Compact disk libretto (multiple opera CDs): $5.00
• Launchpad case: $13.50
• Play View cord: $15.00
• Museum pass box: $5.00
• Launchpad bumper: $9.00
• USB cord (Launchpad): $8.00
• Power adapter: $10.00

Lost/unreturned or damaged Library materials replacement cost are priced as determined by staff or if item is no longer in-print or unavailable, the following default prices apply:

• Adult fiction: $30.00
• Adult nonfiction: $35.00
• Juvenile books: $25.00
• Compact disk: $15.00
• Blu-ray: $30.00
• DVD: $15.00
• Books on CD: $75.00
• Juv bk with CD kit: $30.00
• PlayViews/Launch pads: $175.00
• Playaways Juv: $50 Playaways Adult: $75
• Library of Things & related items: Actual cost
• Museum Passes: Actual cost

No replacement books/CDs/DVDs or other items can be accepted in lieu of payment.

FEES:

• Collection agency: $12.00
• Postage cost to return ILL to lending Library if rec’d by mail: At cost
• Cost of photocopies charged by providing Library: As charged
• Cost to receive ILL by mail as charged by lending Library: As charged
• Lost Library card: $3.00

MERCHANDISE:

From time to time, the Summit Free Public Library may sell the following items:

• Book bags: $10.00
• Earbuds: $1.00
• Flash drives: $ 4.00
• Playaway adapter: $5.00

Revised 3/11/2020, 2/9/22

The Summit Free Public Library may accept gifts of cash, tangible property, including books, manuscripts, audio-visual materials, works of art, musical scores, jewelry, antiques, and coin, stamp or other collections and intangible property. 

When appropriate, the Summit Free Public Library is pleased to accept gifts in honor or in memory of a person or event with the explicit understanding that the Library, in its sole discretion, reserves the right to display, store, sell, or otherwise dispose of all gifts and contributions of tangible property. 

The condition, suitability, conformity with selection criteria in the Collection Development Policy 205, cost of processing or maintaining the contribution, and the availability of space are all factors that may be taken into account prior to the Library’s acceptance of gifts. 

Books donated must be in good condition, published in the last twelve months and may include best sellers, new novels, up-to-date non-fiction, paperback and best-selling children’s and young adult titles.

The Library Staff cannot legally appraise or assign valuations to any gift, but will provide the donor with a receipt on Form 401 acknowledging the contribution, if requested.

The Library is not able to accept: 

• Books or other  materials which are physically in poor condition (e.g., musty, stained, water-damaged, broken bindings, torn pages or covers, marked by pens, pencils, crayons or highlighters, broken or missing parts, damaged cover, art etc.…) 
• Textbooks 
• Magazines (including National Geographic) 
• Condensed books 
• Encyclopedias 
• Books on CD, music CDs, DVDs, Blu-Rays or any other audio-visual materials released more than a year ago.
• Toys
• Self-published books that do not meet regular collection development criteria as outlined in the LIBRARY COLLECTIONS AND PROGRAMS policy, section 205 of the Policy Manual.

The Board of Trustees adopted this policy as a guideline for selection and acquisition of materials, acceptance of gifts, ongoing management, and reconsideration of materials in the collection. Additionally, the policy provides a vehicle for the continuous evaluation of the Library collection as a whole. This policy also provides guidelines for programs offered to the public.  This document cannot cover every situation and is not intended to replace the judgment of the professional staff.

Philosophy and Scope of Collection:

Summit Free Public Library’s collection will be developed and maintained to emphasize generality rather than comprehensiveness or depth. The Library will purchase and subscribe to materials that reflect as varied a range of interests, opinions and mores as is evident in the community. In its efforts to provide a wide range of views, the Library will inevitably purchase materials on controversial subjects or by controversial authors. The Library recognizes that some materials may displease some members of the community, but the goal of serving a diverse population results in a collection reflecting that diversity.

With the exception of local history materials, collections are not retained for archival purposes. Fiction and subject collections are routinely evaluated for retention.

 Selection Criteria for Library Materials:

Collection Development staff use their training, knowledge, and expertise along with the following general criteria to select materials for the collection:

• Relevance to interests and needs of the community;
• Extent of publicity, critical review and current or anticipated demand;
• Current or historical significance of the author or subject;
• Local significance of the author or subject;
• Relevance to the existing collection’s strengths and weaknesses;
• Reputation and qualifications of the author, publisher or producer, with preference generally given to titles vetted in the publishing industry with at least one positive professional review;
• Suitability of format such as durability to Library circulation and use;
• Date of publication;
• Price, availability and Library materials

Patron Recommendations:

Patrons may request items the Library does not own. Each request is reviewed for inclusion in the collection or for loan through Interlibrary Loan. Collection Development staff determine the best method for delivery of materials using the selection criteria.

Local Author Policy

1. The author must be local to Summit, NJ to be considered. If the author does not currently reside or work in Summit, the Collection Development staff reserves the right to determine if the author should be considered
2. The work must be no older than two (2) years from the time of Older works will be considered on a case-by-case basis.
3. While professional book reviews are not required, each work will be evaluated for aspects including (but not limited to) cover art, formatting, typeset, and subject(s) or
4. Materials in this collection will be evaluated on selection criteria which is similar to the rest of the collection for the purposes of inclusion or discarding.

Collection Maintenance

The collection as a whole is not archival. In order to maintain a collection that is current, accurate, and inviting to Library users, materials are withdrawn on a systematic and continuing basis. The choice of materials to be withdrawn is determined by the Collection Development staff under the supervision of the Director. The following factors will be taken into consideration:

• Accuracy and timeliness;
• Subject coverage available in the collection;
• Age of material;
• Physical condition;
• Number of copies;
• Compliance with the Selection Criteria for Library Materials;
• Space limitations;
• Local interest;
• Relevance to the needs and interest of the community;
• Current demand and frequency of use;
• Deemed to be of an enduring

Programs

The library sponsors informative and entertaining talks, demonstrations, audio-visual presentations, workshops, children’s story times and crafts, concerts, and other special events. Library programs are coordinated by library staff.

Programs are selected by library staff for their relevance to community needs and interests, popular appeal, and suitability for a general audience. Presenters are chosen for their proven expertise and public performance experience. Other factors considered are the availability of staff and meeting rooms.

No fees may be charged to people attending library programs except with the approval of the library director. The only items that may be sold are books and recordings by authors and musicians.  Associates of the performer must handle the sale of these items.

Some children’s programs may be restricted by age level or residency. Registration is sometimes limited; waiting lists are taken.

Programs may be cancelled for a number of reasons, chiefly: severe weather, absence of the presenter, or low registration. Cancelled programs are not automatically rescheduled.

The library does not advocate or endorse the content and viewpoints of presenters and programs. Program topics, speakers, and resources are not excluded from programs because of possible controversy.

Requests for Reconsideration:

Patrons who feel that an inappropriate item has been selected for the collection, or an inappropriate program has been selected for the community, may request that said item or program be reconsidered or withdrawn using Request for Reconsideration of Materials or Programs  form. In such situations, the following steps shall be taken:

1. The staff member to whom the question is first addressed will discuss the complaint with the patron. If the patron is not satisfied with the result of this discussion, the patron will be provided with a Request for Reconsideration of Materials or Programs This completed form will be given to the Director.
2. The Director will review the request, evaluate the original reason for purchase or selection, and consider the objection in terms of this The Director will then reply in writing to the patron. A patron who is not satisfied with this reply may request a review by the Library Board of Trustees.
3. When such a request is received by the Library Board of Trustees, its members will discuss the complaint at the next regularly scheduled meeting. The patron will be invited to attend this meeting and notified in a timely manner of the Board’s

During the process of reconsideration, the item or program in question shall remain in the collection or continue to be offered to the community. The Summit Free Public Library adheres to the principles of intellectual freedom, adopted by the American Library Association, as expressed in the Library Bill of Rights and the Freedom to Read and Freedom to View  Statements.

Approved by Board of Trustees December 2020

The Library’s 3-D printer is available to the community, with priority given to Summit residents, to make three-dimensional objects using a design that is downloaded from a digital computer file.
1. The established Library Rules of Conduct Policy 102 shall apply to the appropriateness of objects to be printed on the 3-D printer.

2. The Library’s 3D printer may be used only for lawful purposes. The public will not be permitted to use the Library’s 3D printer to create material that is prohibited by local, state or federal law; unsafe, harmful, dangerous or poses a threat to the well-being of others; obscene or otherwise inappropriate for the Library environment; or in violation of another’s intellectual property rights. The Library reserves the right to refuse any 3D print request.

3. Only designated staff will operate the 3D printer.

4. A maximum of five hours of print time will be allotted for any item to be printed. If there is high demand, the Library will schedule only one print per day per person or entity.

5. Any 3D drafting software may be used to create a design as long as the file can be saved in .stl or .obj file format.

6. Wait/pickup time: Items must be picked up at the Think It Lab. Library staff will make an educated guess about the length of a job upon request.

7. Items that are printed on the 3D printer that are not picked up within 7 days will become the property of the Library. Items must be picked up by the person who requested the print.

8. By submitting objects for printing, the patron assumes all responsibility for, and shall hold the Library harmless in, all matters related to patent, trademarked, or copyrighted materials.

9. Patrons wishing to be present for the printing process must make an appointment with the Youth Services Department.

10. Fees charged – $1.00 for any item printed up to 28 grams in weight plus $ .25 for each additional gram.

Approved by Board of Trustees September 2019

The Board of Trustees adopted the following criteria to prioritize the use of study rooms by patrons, organizations and members of the general public. The study rooms are provided for quiet study, literacy/ESL tutoring or for group study that necessitates conversation. The rooms are not available for social, political, partisan, or religious purposes, for the benefit of commercial concerns, as an open study hall, or where, in the judgment of the Library, disorder may occur.

a. Reservation priority will be given as ordered below:

1. Summit Library cardholders; at least one person utilizing the room must be a Library cardholder.
2. Reciprocal Library cardholders.
3. If a room is not reserved, it will be made available on a first-come, first served basis in onehour increments to any patron regardless of whether s/he is a Library cardholder or not.

b. Regulations:

1. A valid identification may be required by at least one person occupying the room and that person will be held responsible for any damage occurring during the session. The identification will be held by the Library and returned upon completion of room use and after the room has been inspected by the Library staff.
2. A Maximum of four (4) persons will be allowed in the Hageman and Ford Study Rooms or a maximum of six (6) in the Manley Winser computer lab.
3. A Study Room may be used for a maximum of three (3) hours per day if others are waiting.
4. The rooms may be reserved up to a month in advance, either in person at the Reference Desk, through our website online reservation system, or over the telephone.
5. A reservation will be canceled if the person(s) does not appear within 15 minutes of the scheduled time when others are waiting.
6. A study room may be used during the Library’s business hours and in accordance with the Library’s Rules of Conduct Policy. Anyone violating these policies will be asked to vacate the room and may be subject to discipline under the Library usage Policy.

The Library reserves the right to terminate any session or to refuse use of the room at any time.

Approved by Board of Trustees September 2019

The Board of Trustees of the Summit Free Public Library adopted the following policy to ensure that the Library is a safe, clean and friendly place for the entire community.

As a general rule, animals are not allowed in the Library or on Library property. Any animal left unattended on Library property may be removed, without notice.

1. While an animal may be present at the Library when it occasionally presents educational programs that feature animals, members of the public may only enter the Library with an animal that it is a service animal, as defined under the Americans with Disabilities Act (ADA) as the same may be in effect from time to time. Under the ADA, a service animal is an animal that has been specifically trained to do work or perform tasks for an individual with a disability. The animal must be trained to take a specific action to assist the person with a disability, and the task(s) performed must be directly related to the disability.
2. Emotional support, therapy, comfort, or companion animals that have not been trained to perform a specific job or task do not qualify as service animals under the ADA, and are not permitted in the Library.
3. If it is not obvious that an animal brought into the Library is a service animal, a staff member may ask the following questions:
   1. Is the animal a service animal required because of a disability?
   2. What specific work or task has the animal been trained to perform?
      • A staff member attempting to ascertain whether an animal is a service animal should not inquire about the nature of a person’s disability. 
4. A service animal must be well-behaved and in the immediate vicinity of the person they are serving at all times. Service animals that are not housebroken make excessive noise, are uncontrolled, or are otherwise disruptive will be required to leave the premises.
5. Service animals are not allowed on Library furniture or fixtures, or in Library baskets or carts, and must remain on the floor or be carried (as appropriate) by the person they are serving at all times.
6. Misrepresenting an animal as a service animal is a violation of the Rules of Conduct Policy and may result in suspension of Library privileges.

Approved by Board of Trustees September 2019

The Board of Trustees adopted this policy to assist the Summit Free Public Library in becoming the focal point for knowledge, entertainment, social gathering and the exchange of ideas. The Library does not advocate or endorse the organizations permitted to post or distribute material, or the viewpoints the materials contain or espouse. The Library accepts no responsibility for loss or damage to any item accepted for posting. The Library will not censor or remove posted materials because some members of the community may disagree with its content.

a. The Library public information bulletin board, public information binders and counter are to be used only for the posting of the following notices:

1. To announce events, activities, information or business of non-profit organizations engaged in educational, cultural, intellectual, or charitable endeavors located within the City of Summit, (and neighboring communities as space allows);
2. To announce government events, activities, public service announcements, information or business of the City of Summit, Union County, State of New Jersey, and the United States, Federal Government.

b. The Library information bulletin board, electronic bulletin boards and the exterior electronic sign are for Summit Library programs and announcements only.

c. Members of the public are not permitted to post notices or place material for distribution. To be considered for display in the library any notice or brochure must be submitted to the Adult Reference Desk for approval. Notices posted and handouts distributed without authorization will be removed.

d. The following rules apply to all materials submitted for posting:

1. The material must not tend to incite or produce lawless action, or be obscene, or be obviously false, or contain misleading information, or be defamatory.
2. All notices and handouts intended for display in the Library must include the name of the sponsoring organization or agency.
3. Notice size (physical dimensions) and number of copies placed out for distribution may be restricted, if deemed necessary, to maximize available space. Notices placed in the public information binders must not exceed the size of an 8 ½ inches X 11 inches sheet protector.

e. The Library may remove notices and handouts when they are no longer timely, or when space is required for more current items. Only one (1) item will be posted on the Library bulletin board announcing a single community event or function. Public flyers and brochures will be displayed as space permits on a “first come, first-served” basis in the public information binders or on the public information counter.

f. The Library bulletin board, public information binders and counter are not to be used for advertising or for commercial notices. Handout notices from for-profit groups, companies or organizations and handouts from individuals will not be accepted. Community newspapers produced for for-profit organizations, but distributed free of charge, may be accepted at the discretion of the Library. Appeals regarding the content or requirements of this policy may be submitted to the Board in writing.

Approved by Board of Trustees September 2019

The Board of Trustees adopted the following criteria to prioritize the use of meeting rooms by organizations or businesses. Meeting rooms will not be reserved for use by individuals.

a. Priority will be given as ordered below:

1. Library meetings or Library-sponsored programs
2. Summit official meetings (including Summit Public School-related meetings).
3. Groups and organizations based in Summit
4. Other groups and organizations whose program will benefit Summit residents subject to the provisions below.

b. Regulations:

1. Generally, all meetings scheduled in the Library must be open to the public. Promotions or sales of services, products, merchandise, materials or other items are prohibited except in accordance with this policy.
2. Fundraising is prohibited, except for the benefit of the Summit Free Public Library, the Friends of the Summit Free Public Library or the Summit Free Public Library Foundation. Sales of services, products, merchandise or solicitations for donations by a Library sponsored program or event, or by the Friends of the Library are permitted.
3. Authors and musicians are permitted to offer their books or CDs for sale after a speaking engagement or performance with 20% of the proceeds paid to the Library.
4. Light fare is permitted in any meeting room except the Manley Winser computer lab. Groups must bring their own equipment and supplies and are responsible for cleaning up the room.
5. Tobacco, alcohol, other illegal substances and games of chance are prohibited.
6. Open flames, including candles and solid gel fuels, incense, and other hazardous materials are prohibited.
7. Any promotional material created to announce an event in the Library by an unaffiliated group must include the following statement: “This event is neither sponsored nor endorsed by the Summit Free Public Library.” All advertisements and notices must clearly designate the sponsoring organization. The Summit Free Public Library will not market or promote events that are not Library meetings or Library-sponsored programs.
8. Meeting rooms may not be used for personal celebrations including, but not limited to showers, birthday, anniversary or holiday parties.
9. Attendance size will be limited to the number authorized by the Fire Department for the particular room. (See below).
10. Meetings are to be held during the Library’s business hours and in accordance with the Library Rules of Conduct Policy 102.
11. Set-up preparation must be included in the regular meeting schedule. Access to the meeting room prior to the Library’s business hours will not be permitted.
12. Decorations must be approved by the Director or his/her designee and may not be affixed to the wall, ceiling, furniture, equipment, etc. All decorations must be removed promptly after the use of the room.
13. The Summit Free Public Library reserves the right to revoke permission for the use of a meeting room or to change the meeting location to another room.

c. Reservations, payments and cancellations:

Reservations are on a first-come, first-serve basis. In order to reserve a public meeting room, the authorized representative of the organization will complete and deliver an Application to Use Meeting Room (Form 406) and satisfy the insurance requirements described in section g of this policy. A reservation is not secured until a receipt has been issued by the Summit Free Public Library, showing the name of the organization, the date of the reservation and the name of the reserved room.

The Summit Free Public Library charges a service fee to cover costs for staff time in setting up, breaking down, and cleaning the reserved room. Service fees also cover utilities, use of technology, and any other costs incurred on the Library while the room is in use. Payment of applicable service fees must be made to the Library prior to the event. In all cases, all service fees must be paid in full before access to the room will be granted. If the scheduled usage is less than 7 days from the time of booking, payment must be made at the time of booking.

d. Refund policy:

If the program or meeting is cancelled, the authorized representative of the organization must inform the Summit Library. Refund or credit for the unused room will be made as follows:

1. 72 hours (or more) advance notice:
   • A choice of either a credit toward a future booking or
   • A refund of your rental charges.
2. Less than 72 hours’ notice:
   • A credit toward a future booking.
3. Credits must be used within 12 months of issuance or they will be forfeited.
4. If there was no notice of cancellation, there will be no refund.

If the Summit Free Public Library should close due to a facility or weather emergency, the Library staff will notify the booking group, and fees already paid shall be reimbursed (or applied as a credit toward a future booking, if preferred). The Library shall bear no responsibility for any associated program costs incurred by the booking group.

e. Advance and recurring reservations:

Rooms cannot be reserved more than 6 months in advance, and recurring uses can be prearranged.

f. A-V Equipment:

The Summit Free Public Library has built-in A-V equipment and free wireless Internet. You may bring your own laptop to connect to our video equipment. Please notify the Library in advance of any needs and to arrange for an introductory session on the Library’s A-V equipment.

Library staff is not available for technical support at the time of the program.

g. Insurance Requirements:

Authorization for organization use of the Summit Free Public Library meeting rooms is contingent upon the applicant furnishing a certificate of insurance naming the Library as an additional insured. The certificate shall be in an amount of not less than $1,000,000 combined single limit and include comprehensive general liability with the broad form liability endorsement or its equivalent.

Failure of the applicant to provide a valid certificate of insurance will render the application invalid and prohibit use of the facilities.

It is expressly understood and agreed that organizations receiving approval of use shall defend, indemnify and save harmless the Summit Free Public Library, its employees, agents, volunteers and officials against any and all suits, costs, claims, expenses and judgments resulting from the use of the facilities.

If the Library, in enforcement of any part of this indemnity agreement, shall incur any expense, or become obligated to pay attorney’s fees or court cost, the approved organization agrees to reimburse the Library for such expenses, attorney’s fees, or costs within ten (10) days of receiving written demand from the Library.

Approved by Board of Trustees September 2019

Revised 3/8/2023

The Board of Trustees of the Summit Free Public Library adopted the following Disciplinary Policy and Procedure to ensure the well-being and safety of Library staff and patrons.

1. The Rules of Conduct Policy (in effect from time to time) will be posted at the entrance to the building.
2. If a patron or a Library staff member observes an individual violating one of the Library rules, a Library staff member should promptly approach that individual. In such a case, the Library staff member should remain calm and polite, but firm, and request that he/she stop the violation behavior.
3. A patron who persists in disruptive behavior will be asked to leave the building and grounds, and will have his/her Library privileges suspended as follows:
   1. 1st Offense – Up to Two Weeks
   2. 2nd Offense – One Month
   3. 3rd Offense – One Year

If a patron is removed from Library premises by the police department as the result of one or more infractions of the Rules of Conduct, the removal may accelerate the disciplinary steps and may result in an immediate one-year ban of the patron from Library property.

1. A Library staff member will ask the patron to leave promptly. Explain the suspension. If patron is an elementary or secondary student, explain that his/her parents will be notified by the Director.
2. If the patron refuses to leave, the Library Staff member will call the police. Depending on circumstances, the Library staff member may choose to warn the patron that the police will be called. Ask the police officer to get the patron’s name if not known.
3. A Library staff member should write an Incident Report when a serious infraction of a Rule of Conduct has occurred in consultation with a Department Head or the Library Director. Include address and phone number, time of expulsion, nature of offense, and penalty imposed. Incident reports will be retained as a record of problem patron(s).
4. Provide this information to the Director as soon as possible.

Approved by Board of Trustees September 2019

It is the policy of the Board of Trustees to encourage the borrowing and use of the Summit Free Public Library’s print, non-print and electronic resources. The Board of Trustees adopted the following specific criteria to facilitate the full use of Library resources.

a. Borrowing Records:
Generally, the Library does not maintain records of materials individuals have borrowed and returned in the past, except when materials have been returned late and a fine is incurred or when items are lost or damaged. Patrons may opt to have their loan history maintained. All information on the individual cardholder is confidential except for notification and collection of overdue or unreturned materials. In the case of a juvenile card when the parent or guardian has signed the application card, loan history may be shared with the person who signed the application card.

b. Holds (Reserves):
Cardholders may place or cancel requests for materials:

1. On the Library website, www.summitLibrary.org;
2. During Library hours, by telephone, 908-273-0350, select option 2;
3. In the Library at a Library catalog terminal or with staff assistance at the circulation or reference desks.

Cardholders may not check out an item that another patron has reserved.

c. Authorization To Pick Up Requests For Cardholder:
A cardholder may authorize another person residing in their household or a caregiver with the cardholder’s permission to pick-up “holds” by giving them the Library card with which the reserve was placed. The Library may request additional identification from the person presenting the card and may verify use of the card with the patron to whom the card belongs.

d. Renewals:

1. Generally, cardholders may renew materials twice.
2. The following materials may be renewed once: Library of Things, health totes, summer reading and ILL.
3. The following materials may not be renewed: Lucky Day and Museum Passes.
4. Cardholders may renew materials on the Library website, www.summitlibrary.org; or, during Library hours, by telephone, 908-273-0350 press 2 for circulation; or at a Library catalog terminal or with staff assistance at the circulation desk.
5. Cardholders may not renew items that another patron has reserved.

e. In-House Use of Library Resources:
The Library allows in-house use of Library resources; however, the Library reserves the right to require and hold an acceptable form of identification for use of materials, equipment or study rooms. An acceptable form of identification, as determined by Library staff must identify the patron by name. An additional form of identification showing address may be requested at the discretion of the Library staff member.

f. Overdue Materials:

1. The Summit Free Public Library sends the cardholder multiple (overdue notices and bill) notifications of overdue materials. However, the responsibility for returning borrowed materials and paying all fines and fees accrued is not conditional upon the cardholder receiving overdue notification. When unpaid Library fines and fees total $10.00 or more, the patron’s Library card will be made delinquent with borrowing privileges suspended until the accumulated fines and fees are paid in full. In addition, the Circulation Manager is authorized to revoke privileges at any time before issuing notices, when abuse of privileges so warrants.
2. When a Library cardholder has received an overdue notice for an item and notifies the Summit Free Public Library that the item was previously returned, the staff will conduct a thorough search. The Library staff will also ask the patron to continue to search for the item. The Circulation Manager is authorized to resolve cases in which the cardholder claims the materials had been returned but cannot be located within the Library.
3. The Library’s circulation system automatically changes the status of overdue materials to “Lost” status when the materials are between 28 to 33 days past due. At that time, the maximum overdue fine changes to the price of the materials. If the cardholder returns the lost materials, the cardholder is charged the accrued overdue fine.
4. The Library uses any legal means available to effect return of materials, including securing the services of a commercial collection agency and/or prosecuting in municipal court under pertinent laws and ordinances. In addition to the charges, a service fee determined by the Board of Trustees will be charged. If an account is prosecuted in municipal court, court fees will apply. See City Ordinance in Appendix number 605.
5. Staff restores borrowing privileges promptly when materials are returned, found, or paid for and accounts are settled.
6. Fines are charged on overdue materials for each day the Library is open according to the current fine schedule.
7. Materials borrowed are not considered returned until all parts are received by the Library. If an item is returned with parts (booklets, cover, cases, discs, cassettes, etc.) missing, the items will not be discharged and fines will continue to accrue until all parts are received by the Library. The Library staff will make an effort to contact the patron promptly as time permits.

g. Damaged Library Materials

1. Patrons who borrow items from the Library should return materials in the same condition as when checked out. The Library charges the cardholder for items damaged beyond normal use.
2. The Library considers a book to be damaged if any part of the original book, cover, or accompanying material is lost or damaged beyond normal use. Books will be considered damaged if they are returned:
   • wet, moldy, or show signs of having been immersed in water,
   • chewed by an animal,
   • stained by food, oil, sticky residue, or other substances,
   • defaced in pencil, ink, crayon, or marker,
   • missing, cut, or torn pages or covers.
3. The Library considers a magazine damaged if it shows signs of water damage, has torn pages, or the cover has been torn off.
4. The Library considers audiovisual materials [DVDs, CDs, CDUs, Playaways, Launchpads, Book-and-CD set, Video Games, etc.] to be damaged if any part of the original cover, disc, player, or accompanying materials is lost or damaged beyond normal use. Audiovisual materials will be considered damaged if they are melted, warped, cracked, or broken. If one or more discs in a multidisc set have been lost or damaged, the patron will be responsible for the total replacement price of the entire set if the individual discs cannot be replaced.
5. When an item is returned damaged, a staff member will decide whether or not the item is damaged beyond normal use and not appropriate for circulation. If the Library decides to repair or restore the item and continue to circulate it, the patron will be charged a small fee for the repairs, and the item is noted with a damage stamp and label. If the item is deemed damaged beyond normal use and not appropriate for circulation, the patron must pay for the item. Patrons may keep damaged materials for which they have paid.
6. If an item returned in the book drops is deemed to be damaged, the patron will be notified by the circulation staff. A damaged bill will also be mailed to the patron describing the damage and the costs associated.
7. Repairs made by patrons will also render a book to be considered damaged beyond normal use.
8. Damaged items, especially those that are wet/moldy, will be held for up to four weeks to allow the patron to inspect the item.

Revised 2/9/22

h. Fines and Fees:

OVERDUE FINES:

• Adult (Books, magazines, books-on- CD, books-on-cassette,CD’s, Playaway audio): $.20/day
• Young Adult (Books, magazines, books-on-CD, CD’s): $.20/day
• Homebound Delivery: No fines, just lost or damaged.
• Interlibrary loans [ILL]: $1.00/day
• Juvenile (books, magazines, books-on-CD, books and CD kits, CD’s, Playaway audio): $.10/day
• Anime: $.20/day
• Games and Blu-Rays: $.50/day
• Museum Passes: $10.00/day
• Playaway Views & Launchpads: $.20/day
• Library of Things: $10.00/day
• Kill-a-watt: $.20/day

Fines accrue to a maximum of $5.00 per item for juvenile materials, $10.00 per item for young adult materials and $10.00 per item for adult materials, except: maximum fine for a Museum Pass or Library of Things is $200.00 or the price of the item.

The Summit Library accepts credit and debit cards as a form of payment for fines, fees, or donations by adults aged 18 and older. Payment via credit/debit card can be made in the Library or over the telephone to the main circulation desk. The minimum payment to use a credit/debit card for payment is $1.00.

REPLACEMENT FEES:
As set forth on the schedule available at the Circulation Desk.

• Barcode: $1.00
• Book & CD kit plastic bag: $1.00
• Compact disk case – single: $2.00
• Compact disk case – multiple: $4.00
• DVD case: $2.50
• Compact disk booklet (single CDs): $2.50
• Plastic Book Cover: $2.00
• Play View case: $2.00
• Compact disk libretto (multiple opera CDs): $5.00
• Launchpad case: $13.50
• Play View cord: $15.00
• Museum pass box: $5.00
• Launchpad bumper: $9.00
• USB cord (Launchpad): $8.00
• Power adapter: $10.00

Lost/unreturned or damaged Library materials replacement cost are priced as determined by staff or if item is no longer in-print or unavailable, the following default prices apply:

• Adult fiction: $30.00
• Adult nonfiction: $35.00
• Juvenile books: $25.00
• Compact disk: $15.00
• Blu-ray: $30.00
• DVD: $15.00
• Books on CD: $75.00
• Juv bk with CD kit: $30.00
• PlayViews/Launch pads: $175.00
• Playaways Juv: $50 Playaways Adult: $75
• Library of Things & related items: Actual cost
• Museum Passes: Actual cost

No replacement books/CDs/DVDs or other items can be accepted in lieu of payment.

FEES:

• Collection agency: $12.00
• Postage cost to return ILL to lending Library if rec’d by mail: At cost
• Cost of photocopies charged by providing Library: As charged
• Cost to receive ILL by mail as charged by lending Library: As charged
• Lost Library card: $3.00

MERCHANDISE:

From time to time, the Summit Free Public Library may sell the following items:

• Book bags: $10.00
• Earbuds: $1.00
• Flash drives: $ 4.00
• Playaway adapter: $5.00

Revised 3/11/2020, 2/9/22

The Summit Free Public Library’s Internet service, available on PCs and through a wireless network, makes the Internet available as an information and educational resource in support of the Library’s role as the community’s information and lifelong learning center. The Board of Trustees adopted this policy for Internet use and wireless Internet access through the Summit Free Public Library’s network.

The Summit Free Public Library offers free wireless internet access to any Library patron without exception. The wireless network is a shared bandwidth and connection speeds are not guaranteed. Connection speed may vary within the building. The Library assumes no responsibility for any alteration or interference with any devices’ configuration, settings, operation, or data files, resulting from connecting to the wireless network.

In using this free Internet access, the patron agrees and hereby releases, indemnifies and holds harmless the Summit Free Public Library, its’ trustees and its employees from any damage that may result in the use of the wireless access. While using the wireless access, the patron acknowledges that s/he is subject to, and agrees to abide by, all government laws and the rules and regulations of the Summit Free Public Library, including the Library’s Rules of Conduct and the Internet Access Policy. Library staff will have the authority to disconnect either temporarily or permanently any patron violating these rules.

Internet access may only be used for legal purposes by the staff and public. Generally, the U.S. Copyright law (Title 17, USC) prohibits the unauthorized reproduction or distribution of copyrighted material, except as permitted by the principles of “fair use”. Consequently, users may not copy or distribute electronic materials (including e-mail, text, images, programs or data) without the explicit permission of the copyright holder, except as permitted by the principles of “fair use”. Responsibility for any consequences or copyright infringement lies with the user. The Library expressly disclaims any liability or responsibility resulting from such use. These laws and rules are equally applicable on user-owned equipment that is connected to the Library’s wireless network.

Since the Internet is an unregulated medium, it enables access to some materials that may be offensive, disturbing, and/or illegal. Each individual user must accept responsibility for determining content, timeliness and accuracy of information. Use of the Library’s PCs and wireless network must be consistent with applicable Rules of Conduct Policy.

Parents or caregivers are responsible for the Internet information selected and/or accessed by their children. Parental supervision of children searching the Internet is advised.

The Library reserves the right to terminate an Internet session for inappropriate and/or illegal usage, or if time limits are exceeded when others are waiting. Maximum daily time limit when others are waiting is sixty (60) minutes and maximum time limit per patron is three (3) hours.

Software and information downloaded from any source, including the Internet, may contain computer viruses. Patrons access and use this information at their own risk.

The Summit Free Public Library expressly disclaims any liability responsibility arising from access to or use of information obtained through its electronic information systems, or consequences thereof.

Approved by Board of Trustees September 2019

Consistent with its vision that the Summit Free Public Library will be a destination vital to the fabric of the community, the Summit Free Public Library offers notary services for the benefit of its patrons. The Board of Trustees of the Summit Free Public Library adopted the following guidelines in connection with the provision of these notary services by Library staff who is commissioned as a notary (“Library Notary”).

a. The service is based on the availability of the Library Notary. Unforeseen circumstances may sometimes result in a pre-scheduled appointment with a Library Notary to be cancelled.

b. Valid photo identification is required of any patron seeking notary service.

c. Notary service is limited to three documents per person, per day.

d. Since New Jersey law requires that a notary and the customer seeking notarization be able to communicate directly with each other, Library Notaries are NOT permitted to make use of a translator to communicate with a notary service customer.

e. Under applicable New Jersey law, the notaries at the Summit Free Public Library may not notarize:

i. Documents in any language other than English.
ii. Certain public documents cannot be copied and notarized. Examples of these are: birth certificates, death certificates and marriage certificates.
iii. Deeds, wills, living wills, probate, living trusts, codicils, depositions, adoptions, mortgages, home equity loans or other real estate closing documents.
iv. Any copy of a document. Only original documents may be notarized.

f. In accordance with governing New Jersey Law, Notaries will not provide service if the customer, documents or circumstances of the request for Notary Service raise any issue of authenticity, ambiguity, doubt or uncertainty for the Library. In this event, the Library Notary may, at his/her sole discretion, decline to provide Notary Service.

g. The library will not provide witnesses and witnesses may not be solicited from patrons using the library. In order to serve as a witness, the witness must personally know the person whose document is being notarized and must be in possession of valid photo identification.

h. Notary services will be provided at no charge to Summit residents. There will be a charge of $1.00 per notarization for out-of-towners.

Revised 2/9/22

Library staff will serve as proctors for exams taken by distance learners within the following guidelines:

• Proctoring is a free service for residents of Summit, property-owners or patrons who work or go to school in Summit.
• At the discretion of the Director, the Library will accept appointments for proctoring for non-residents in extenuating circumstances for which a fee of $25.00 will be charged.
• Exams are administered by appointment only, and requests for proctoring must be submitted at least two weeks in advance. The library cannot honor requests for a particular proctor.
• Exams will be scheduled during normal library hours of service. The exam must be scheduled to be completed no later than one hour before closing. An exam session constitutes no more than 3 hours per day.
• Proctoring consists of:
  • Checking identification of student taking the exam.
  • Noting the time that an exam was started and completed in the Library.
  • Signing the required school supplied documentation.
  • Direct supervision during the exam is not provided but staff will check on the test-taker intermittently. The exam will be taken on the honor system. The test-taker may be returning the exam to a librarian other than the one who issued the exam.
  • Examinations will be taken in a quiet study room, if available, or in another quiet area of the library but the test-taker and the examining institution should be mindful that the library is a public building and cannot guarantee complete quiet or privacy.
  • The exam proctor will be the librarian at the information desk at the time the exam is taken or other staff member, as assigned.
• All test taking requirements must be received from the issuing educational institution before any tests are taken.
• The Library cannot proctor online exams that require public access computer settings to be modified.
• Staff will seal the envelope of the completed exam and place in library outgoing mail or e-mail/FAX, as requested.
• The library will not incur any costs for administering or returning exams.
• The Library does not keep copies of completed exams.

Student responsibilities:

• It is the student’s responsibility to confirm that this proctoring policy meets the requirements of the institution giving the examination.
• The service must not involve any direct cost to the Library. Students or the administering institution will be responsible for providing postage and any other expenses incurred.
• It is the student’s responsibility to ensure that the library’s computing resources are adequate for their test taking requirements. SFPL accepts no responsibility for Internet connections.
• Completed exams will be returned to the testing institution via the U.S. Postal Service in postage paid envelopes provided by the student or institution or by e-mail or FAX.
• Provide a valid driver’s license or photo ID for verification, as well as any other credentials required by the examining institution.
• To arrive promptly at the agreed-upon time, prepared to take the exam. If the test-taker is late, we cannot guarantee a proctor will be available.
• To contact the library at least one hour prior to the scheduled exam time if unable to make the appointment. A test-taker who is a “no call or no show” may not be permitted to use the library as a proctor again.
• Exams may be taken on the test-taker’s personal laptop, provided it is approved by the examining institution. The test-taker will then be responsible for any software that is needed.

Responsibilities of the Examining Institution:

• Be aware of and agree to the guidelines set forth in the library’s exam proctoring policy.
• Prior contact between the testing institution and the proctor is required so that credibility and testing requirements can be verified.
• The institution should not require the proctor to provide any personal information such as social security number, date of birth, etc.
• Responsible for informing the test-taker on any exam guidelines, instructions, and any pre-exam requirements.

Added 2/9/22