Activity Room Policy

The County Library in Edinburg, Virginia makes its Activity Room available for use by community groups and organizations. Those seeking to use the Library’s meeting facilities must submit a formal application to do so, which may be downloaded here and returned to the County Library or completed online by clicking here. Applicants also must agree to the following stipulations and regulations:

• Room reservations are contingent upon there being no conflicts with Library programs, which take first priority at all times. Requested dates and times also must fall within the Library’s normal hours of operation. The Library further reserves the right to limit the length of meetings and to cancel or reschedule reservations without liability.

• The Activity Room may be reserved on a standing basis, provided that meetings occur no more frequently than twice a month and that new applications are submitted every 12 visits. The Library Director (or his/her representative) reserves the right to prevent any one group from monopolizing meeting space.

• Groups using the Activity Room must be nonprofit in nature and meeting only for cultural, educational, or civic purposes. The fact that a group is permitted to meet at the County Library does not constitute the Library’s endorsement of the group’s policies or beliefs.

• A group may use the name and address of the County Library only as a designation of the meeting’s location and not as its official address or headquarters. Requests for information about the meeting will be referred to the contact person listed on the group’s application form.

• Advertisements for meetings held in the Library must not be created or displayed in such a manner as to suggest Library sponsorship.

• Meetings held in the Activity Room must remain open to both the public and staff. Fees may not be charged by organizers for admission, nor may money be exchanged in the course of meetings. [not used for financial, political, or religious solicitation]

• Refreshments may be served during meetings, provided that organizers clear debris prior to leaving.

• The Activity Room must be vacated at least 15 minutes before the Library closes for the day. 

In all cases, the Library retains the right to establish parameters for how the Activity Room is used, to assess fees for its use if necessary, and to monitor all meetings conducted on the premises to ensure compliance with the Activity Room policy. Noncompliance may result in a suspension or revocation of meeting room privileges.

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Exhibit Case Policy
The Shenandoah County Library has two exhibit cases, one in the reference area and one in the Shenandoah Room (local history room), for display of materials that support the library's mission, programs and services. The Library Director, Program Coordinator, or Archivist will invite individuals or groups to display items. Residency in Shenandoah County is not a requirement for exhibition.

Exhibits should:

  • Contribute positively to the library's environment.
  • Highlight, whenever possible, the collections of the library.
  • Publicize resources and services of the library.
  • Enrich the life of the Shenandoah County community.
  • Be a means of strengthening partnerships between the library and the community.

Exhibits of different forms of art and local history will be selected by the Director and staff in order to stimulate interest in a variety of library materials, provide information, develop aesthetic appreciation, and furnish an opportunity for individuals and/or groups to display artistic and educational materials. The case in the reference area will be used for a variety of exhibits. The case in the Shenandoah Room will be used for items of a genealogical or historical nature only. Contents of the displays will be discussed in advance with the Library Director.

Items on display in the library enjoy the same security as the library collection and equipment; the glass display cases are locked, but irreplaceable items or items of great value should not be included in a display. The library assumes no responsibility for the safety of any items placed on exhibit, although it takes reasonable precautions to provide security.

The responsibility for any damage to library property caused by the installation, display or dismantling of an exhibit will rest with the sponsoring group or individual.

Guidelines:

  1. Exhibits will normally be limited to one month, with specific dates established in advance.
  2. Artists may display works that are for sale and can post a statement about their work, but price tags or the posting of price lists are not permitted. A price list with the artist's name and telephone number may be left at the Circulation Desk; however, library staff do not participate in the sale of any items.

Transporting, unloading, hanging and arranging of exhibits will be the responsibility of the artist/exhibitor and should conform to the exhibit dates approved in advance. The artist may schedule a time when the library is closed but staff are present (usually 8:30 am to 10:00 am). If the artist needs assistance in this effort, it is his or her responsibility to bring someone to assist.

Display Case Description:

  1. Reference Area: Vertical case 4' x 6' x 12" deep, illuminated, locked, 4 glass shelves visible from three sides.
  2. Entryway: Horizontal case 6' x 3' x 12" deep, locked, 2 glass shelves, visible from top, front, and sides.

Exhibitors must have a signed EXHIBIT/DISPLAY AGREEMENT FORM on file in the library.
Approved by Library Board, April 26, 2000

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Posting and Distribution of Materials Policy
The Shenandoah County Library provides a bulletin board for the posting of public notices. All notices not relating to library activities are confined to this area; notices posted elsewhere will be removed. The bulletin board in the children's area is for library use only. The library reserves the right to reduce the size of notices to conform to the space available.
Notices are limited to those of an educational, cultural, intellectual, or charitable nature by groups in Shenandoah County and surrounding communities. All materials for posting should be submitted to a staff member with final approval by the Library Director.
Materials will be accepted for posting under the following conditions:

  1. Those from a not-for-profit organization in Shenandoah County or from surrounding communities that directly involve County residents.
  2. Notices of programs or lectures that are non-denominational.
  3. Materials relating to governmental services (Social Security, Postal Service, etc.)
  4. Materials should be a maximum of 8 1/2" x 11" or will be reduced to that size.

Publicity that will NOT be accepted includes:

  1. Commercial Notices.
  2. Campaign materials for any elections.
  3. Fund-raising materials from any group outside Shenandoah County that has no County residents among its membership.
  4. Personal expressions on any topic.
  5. Religious or political tracts.
  6. Group of organizational newsletters. (Space will be provided in the periodical section for newsletters.

 

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Unattended Children Policy
The Shenandoah County Library welcomes children and families to benefit from the wonderful resources, materials and programs that the library offers! In order to provide for the general welfare of all persons using the Shenandoah County Library and to provide for the general safety of children using the library, the staff has established the following:

Parents or Caregivers may not leave children age twelve or younger alone in the library unattended. If a parent or caregiver of an unattended child cannot be located within one-half hour of the discovery that the child is unattended, the library will involve appropriate law enforcement in order to contact the child's family.

  1. Children age six and younger must be directly supervised at all times by a parent or caregiver age sixteen or older. That means the parent/caregiver is with the child at all times and is supervising their behavior in the library. Children six and under will be considered unattended if the parent/caregiver is elsewhere in the building.
  2. Children ages seven through twelve do not have to be directly supervised providing that they are mature enough to stay alone and observe proper conduct. An adult caregiver sixteen or over must remain in the building at all times and is responsible for the children's behavior at all times while in the library. Such children are subject to the same rules of conduct as other patrons and the same consequences.
  3. Children ages thirteen through sixteen are permitted to use the library without an adult caregiver. These children are subject to the same rules of conduct as adult patrons and the same consequences will occur if the child is considered by a staff member to be disruptive to other library patrons. This possibility should be taken into account when deciding whether to leave a child unattended in the library.
  4. Volunteers age sixteen and under are supervised by the staff and are not considered to be unattended during their scheduled volunteering time. Parents need to be aware that prior arrangements need to be made with the Volunteer Coordinator to schedule volunteer duty. As soon as the scheduled volunteer time is over, the volunteer is subject to the same rules as any other young patron visiting the library.
  5. Staff is not permitted to remain after hours with an unattended child age sixteen or under or to give him/her a ride home. For the safety of the child, the staff will not leave a child outside to wait for a ride. If a parent cannot be reached by the time the library is to close, appropriate law enforcement will be called to escort the child home or to keep the child until the family can be reached.

Approved by the Library Board, April 26, 2000; revised November 9, 2011

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Privacy
Shenandoah County Library System unconditionally respects the privacy rights of all its patrons. Library staff and/or volunteers will not reveal to anyone other than the cardholder any title on a patron's record with the following exception. A responsible party is entitled to know any titles that are overdue or have accumulated fines.

Approved by Library Board, September 15, 2004

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County Library Website Policy Regarding Links

The content of the Shenandoah County Library System’s website falls under the purview of the professional staff of the County Library. Determining which links that are posted on the library’s website is their responsibility.

The Library strives to provide ready access to information that might prove helpful to the County residents and visitors by meeting their informational, educational or recreational needs. While the Library does not intend to promote specific for-profit organizations, it does include authoritative links whose content might appeal to a wide segment of library patrons because of the historic, recreational or educational nature of a link.


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County Library Conduct Policy

The following items/activities are prohibited:

  • Sleeping or loitering
  • Monopolizing any library space or obstructing the aisles
  • Entering any areas or occupying any spaces that are limited to Staff
  • Bodily hygiene or condition of personal effects that is offensive so as to constitute a nuisance to patrons or staff
  • Using Library restroom facilities for inappropriate purposes (including bathing or washing clothes)
  • Use of tobacco products or alcoholic beverages
  • Verbally or physically harassing patrons, volunteers, or staff
  • Engaging in any activity in violation of federal, State, local or other applicable law, or library policy
  • Pets (service animals are permitted)
  • Inadequate attire (shoes and shirts required)

Individuals who violate any of the above will to be asked to leave the Library and are subject to being banned form the Library for an indeterminate period of time.

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Social Media Policy

In keeping with the Shenandoah County Library System’s mission to “enrich the quality of life in the community by providing residents with access to the world of ideas, information and creative experience,” the library uses social media to share information and communicate with the public. The Library Board adopted an updated Social Media Policy on May 9, 2017 at their quarterly meeting. You may download a copy of the policy to view it in full. 

 

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Proctoring

The Shenandoah County Library does not proctor tests.

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