APL Policy Manual

Introduction

Approved by Library Board: September 2005

Latest update: June 2026

Mission Statement

“The Ardmore Public Library connects people, inspires ideas, and transforms lives.”

Vision Statement

“The Ardmore Public Library will be the community’s best source for life-long learning, inspiration, and ideas.”

Description

The Ardmore Public Library is a department within the greater City of Ardmore government. The Library serves all people who live, work, attend school, or own property in Carter County. People who do not meet the criteria above may obtain a library card for a one-time fee.

The Ardmore Public Library provides educational services and materials that complement those offered by our community partners including Murray State College in Ardmore, Southern Tech, Southern Oklahoma Library System, and area schools. This provides our citizens with a broad array of information choices.

General Objectives

The Ardmore Public Library strives to provide materials and services to help community residents obtain information meeting their personal, educational, and professional needs. The Ardmore Public Library serves as a learning and educational center for all residents of the community.

Circulation Policy

Approved by Library Board: September 2005

Latest update: June 2026

Purpose:

The Library will set policies for circulating items to ensure that adequate records are kept of circulating library materials, to generate circulation statistics, and to ensure fair and equal access to library materials for all customers.

Issues

Confidentiality

Customer account information is kept confidential. Records of materials borrowed by a customer are protected by state statute (O.S. §65-1-105) from disclosure to anyone else, except:

• Persons acting within the scope of their duties in administration of the library.

• Persons authorized to inspect such records, in writing, by the individual or group.

• By order of a court of law.

Equality

The Ardmore Public Library adopts the standard of equal access in accordance with the American Library Association’s Library Bill of Rights, which states in section V:

“A person’s right to use a library should not be denied or abridged because of origin, age, background or views,” and the ALA’s Code of Ethics which states in section I:

 “We provide the highest level of service to all library users through appropriate and usefully organized resources; equitable service policies; equitable access; and accurate, unbiased, and courteous responses to all requests.”   [See appendices for the full text of each document.]

Who Can Get a Card

 A Library Borrower’s Card may be issued to:

• Any individual who lives, works or owns property in Carter County.

• people attending school within Carter County.

• literacy students tutored by literacy organizations that serve Carter County even if they do not meet residency requirements.

• minors (under age 18) who meet the above qualifications must be accompanied by a parent/guardian with a photo ID to apply for a library card.

• non-residents of Carter County may obtain a library card for a $20.00 (one-time) fee.

• A family member who qualifies under the above guidelines qualifies all the members of their immediate family living in the household.

 Other Card Types

 Technology Card

 A Technology Card may be issued to any adult customer:

• regardless of residence, who only wants to use the computer services. This card is free with a completed application. It will not be available for customers aged 17 or under. This card does not allow borrowing privileges. The Technology Card expires one (1) year from date of issuance and is renewable.

• If a patron with a technology card wishes to convert it to a regular card [with borrowing privileges] at any future time, they will have to show qualifying photo ID and proof of residence at that time.

Temporary Residence Cards

A Temporary Card may be issued to an adult customer who has established a semi-permanent residence. Customers who reside at a recovery house or shelter must provide a letter on letterhead signed by the administrator of the facility verifying their residence. The card is free. It will allow limited borrowing privileges [one game, one movie, no more than seven (7) checkouts at a time] and remote access to databases. It expires (60) days from date of issuance and is renewable with an updated residence verification form.

Identification Needed: Photo ID and Proof of Residency

 Acceptable Photo ID

• Driver's license, temporary Oklahoma driver's license, or learner's permit 

• Oklahoma Department of Public Safety ID

• Passport

• Resident Alien Registration Card

• Military, school, or employee photo ID or non-U.S. passport

• International Driver's Permit

• Mexican Consular

• Department of Corrections record with photo

• Tribal Membership card with photo 

Proof of Residency

Identification showing current address is required for adult customers (ages eighteen and older and emancipated minors) before a permanent library card can be issued. Proof of residence sources accepted include:

• Driver's license, temporary Oklahoma Driver's license, or learner's permit

• Oklahoma Department of Public Safety ID 

• Personalized check, savings passbook, bank or credit union statement

• Utility deposit receipt or utility bill

• Current credit card bill

• Voter's registration or notarized temporary voter's registration permit

• Vehicle registration or liability insurance

• Official rent receipt; rental agreement, contract, or lease

• Mail postmarked within the last 30 days (if none of the above is available)

• Or other appropriate address verification as determined by a library supervisor.

Adults without proof of residency will receive a Technology card and a postcard will be mailed to the provided address. They may then bring the postcard in and have their card changed to a full Borrower’s card. Emancipated minors should bring proof of emancipation along with any of the above identification.

Expiration dates

All library cards expire annually. The library’s automated circulation system will prompt staff to update customer records with current contact information.

Customer Photographs

To aid in identification of a customer who presents a library card for use, the library adds photographs to the record of each customer. A photograph is taken at the circulation desk and immediately added to the record.

Photographs are only associated with the customer record, are not stored anywhere separately, and are for staff use for identification purposes only. The photographs help protect borrower accounts from misuse or illegal use of their library card.

Photographs are taken when a new card is issued or an older card is updated (if there is not already a photograph in the record). For minors, a new photograph will be taken each year when the account is updated because their appearance can change so much from year to year.

An adult customer may refuse to have a photograph taken and added to their record. In such a case, staff will place an indicator of this preference in the record in lieu of a photograph. An adult may also refuse on behalf of their minor child(ren).

Checking Out Materials

A library customer should present their own library card to check out materials. If the library card is not in their possession, materials may be checked out with photo identification.

• Spouses, adult children’s caregivers, and others who may need to conduct library business on behalf of another adult, may be allowed to do so after submitting a signed “Alternate Card-User Authorization” form. [See appendices for a copy of this form.]

• Children (under age 17) may not check out R-rated videos and Mature video games on their card unless they are accompanied by a parent who gives them permission.

Parents/legal guardians of minors may have access to a list of items checked out by the minor, but the library is prohibited by law from disclosing registration information to any person except:

• • Persons acting only within the legitimate scope of their duties in the administration of the library

  • Persons authorized to inspect such records, in writing, by the individual; or

  • By order of a court of law.

For purposes of this section, "registration information" includes any information required of a minor to become eligible to borrow books, utilize library services, and other materials. (O.S. §65-1-105)

Borrowing Periods and Limits

• Books and audiobooks may be checked out for a 28-day period. DVDs, music CDs, magazines, video games, Launchpads, and Playaway Views have a 7-day check out period.

• Customers may have up to 28 items checked out at one time. This limit may be waived for teachers (teachers or homeschooling parents) to allow them to check out materials for classroom use.

• Within the 28-item total limit, customers are limited to seven (7) DVDs and seven (7) music CDs and (4) video games checked out at one time.

• Library materials may be renewed up to three times, either in person, by phone, or via the online catalog providing the item is not on hold for another customer. If renewal conditions are in place, these renewals will occur automatically.

• See “Equipment,” below, for exceptions.

Holds

Customers may place a “hold” or request for library materials that are checked out or on order either in person, by phone or via the online catalog. When the material becomes available for checkout the requestor will receive a notification after which they have five days to pick it up. A customer may place a maximum of (7) holds on DVDS, (7) holds on Music CDS and (4) holds on games, with a limit of 28 holds placed concurrently for all materials.

Overdue, Lost and Damaged Items

• All customers with an email address in their record will receive a reminder the day before their items are due.

• One week after an item’s due date, customers will be notified that their items need to be renewed or returned. Additional notifications will be sent at two and four weeks past an item’s due date.

• When an item is five weeks past due, the item will be declared “lost” and the customer will receive a bill for the replacement cost of the item. Returning the item will reverse the charge.

• If a customer reports an item as being lost, they will be charged the replacement cost.

• Customers will be charged for damaged items, including packaging (e.g., cover art, locking case, etc.), based on the extent of the damage. If the item can no longer be used by the library, the full cost will be charged. The actual replacement cost will be charged for Books, DVDs, CDs, Video Games, and Audio Books. Customers will be charged $5.00 for replacement cases and cover art.

• If a customer finds a lost item for which they have already paid, and it is in good condition, they may either keep it or return it to the library and request a refund within one year of the date the item(s) was paid for.

• In the event of theft or other extreme circumstances (ex: fire, flood) in the loss of an item, customers must provide a police report or evidence of the event to have charges waived.

• Customers who repeatedly have damaged or lost items may be placed on a probationary period (borrowing privileges reduced to one game, one movie, with a total of seven items) to be determined by staff.

Fines

The Ardmore Public Library does not charge fines for most overdue items (see “Equipment” below for exceptions). However, unreturned library materials will be charged against the customer’s account. Customers with account charges of $30.00 and over will have their check-out privileges suspended until the charges are resolved. The Library may offer periods of amnesty when customers can participate in programs designed to clear their account of lost item charges, though not on a predetermined schedule or pattern.

Interlibrary Loans

Customers may request materials that the library does not own but are available in another library. Any member of the library staff may accept requests, and the customer will receive notice when the item is available. A customer who fails to pick up material requested through Interlibrary Loan more than three times may have their ILL privileges suspended permanently. The minimum charge for non-returned ILL items is $75 but may be more depending on the lending library.

Equipment 

The Library offers a variety of equipment for checkout, all of which carry shorter check-out periods, an overdue fine, and higher replacement fees for lost and damaged items.

• Playaway Views and Launchpads: Handheld video players and tablets for children which show a variety of book-related videos or allow them to play games. Loan period is seven (7) days, replacement charge is $100-$200, and they cannot be renewed.

• Presentation equipment: Portable screens, overhead projectors, LCD Projector, slide projector and carousels, 8mm film converter. Other equipment may be added as demand necessitates. Loan period is variable based on the user’s needs [up to 14 days at a time], and replacement charge depends upon cost of specific item.

Copier/Printer

 There is a ten cent (.10) charge per page for single-sided copies made on the photocopier and printouts from the public access computers and microfilm reader/printer. Double-sided copies are twenty cents (.20).

• There is a fifty cents (.50) per page charge for single-sided color copies or printouts. Double-sided color copies/printouts are one dollar (1.00).

• A fax (any number of pages) is a flat fee of fifty cents (.50) and can be received on the library’s fax machine for a flat fee of (.50) cents.

Notary Public

The library offers notary service for a charge of $5.00 per instrument being notarized. Please call ahead as the service is not available at all hours the library is open.

Disputes

• Occasional disputes may arise between customers and library staff regarding charges against their accounts. The customer will be encouraged to carefully search their home for the missing item. Items that are noted as “claimed returned” are placed on a list and library staff will regularly try to locate the item(s) within the library.

• For damaged items (materials that have been rendered unusable including water damage, infestations by insects, and smoke), the library will assess the damage and check the amount of time the customer had the item and the number of previous checkouts, among other possible factors, in consideration of the resolution of the dispute.

Oklahoma Privacy and Confidentiality Law

* Oklahoma Statutes

   Section 65-1-105.  Authorized Disclosure of records.

A. Any library which is in whole or in part supported by public funds including but not limited to public, academic, school or special libraries, and having records indicating which of its documents or other materials, regardless of format, have been loaned to or used by an identifiable individual or group shall not disclose such records to any person except to:

1. Persons acting within the scope of their duties in the administration of the library.

2. Persons authorized to inspect such records, in writing, by the individual or group; or

3. By order of a court of law.

B. The requirements of this section shall not prohibit middle and elementary school libraries from maintaining a system of records that identifies the individual or group to whom library materials have been loaned even if such system permits a determination, independent of any disclosure of such information by the library, that documents or materials have been loaned to an individual or group.

C. All registration information of minors collected by any library which is supported in whole or in part by public funds including but not limited to public, academic, school or special libraries shall not be disclosed to any person except:

1. Persons acting only within the legitimate scope of their duties in the administration of the library.

2. Persons authorized to inspect such records, in writing, by the individual; or

3. By order of a court of law.

For purposes of this section, "registration information" includes any information required of a minor to become eligible to borrow books, utilize library services, and other materials.

D. Any suspicious requests for records of minors that may be indicative of criminal intent shall be reported immediately to appropriate law enforcement authorities.

Collection Development Policy

Approved by Library Board: September 2005

Latest update: June 2026

Purpose:

Selection of library materials is based on the merit of a work in relation to the needs and interests of the community. Literary critical judgment is used to select those items best suited to fill these needs. Cost, space, usefulness, demand, and current holdings must also be considered. The Library will set policies regarding the selection of materials to guide staff and ensure that these considerations are met, as more fully outlined in the policy objectives.

Collection Policy Objectives

 A comprehensive and current collection development policy provides a framework for equitable growth and efficient management of library materials. This framework includes these objectives:

• To provide guidance for materials selectors

• To provide the public with information regarding selection principles

• To assure continued growth of the collection

• To provide a means for the library to evaluate its selection process

• To respond to public interest regarding the content of the library’s collection

Criteria for Selection

Each type of material must be considered in terms of its own excellence and the audience for whom it is intended. No single standard can be applied in all cases. Some materials may be judged primarily in terms of artistic merit, scholarship, or value to humanity; others are selected to satisfy the informational, recreational, or educational interests of the community. The Library strives to collect materials from differing viewpoints to represent current understanding of an issue. The Library subscribes to the principles contained in the Freedom to Read Statement and the Library Bill of Rights adopted by the American Library Association. [See appendices for the full text of each document.] 

The Library will not purchase pornographic materials. The Library will not knowingly add or retain materials that are judicially determined to be illegal under Oklahoma or United States law. However, serious work presenting an honest aspect of life will not be excluded solely based on language or frankness. The Library will provide controversial works representing different points of view on serious and important issues. Books will not be excluded because of the race, sexual preference, nationality, political, or religious views of the writer.

Selection Tools

Persons responsible for the selection of library materials will use a variety of tools to choose items that are needed and appropriate for addition to the collection. These tools include but are not limited to:

• Professional journals

• Customer requests

• Newspapers

• Staff recommendations

• Online reviewing sources

Responsibility for Selection

Senior staff members of the library select library materials for purchase and addition. Those members include:

• Library Director

• Public Services Librarian

• Youth Services Librarian

• Literacy/Outreach Librarian

Methods of Collection Development

Various methods are used to ensure that library materials will be available in a timely manner and in adequate quantity to satisfy reasonable demand by citizens. These methods include but are not limited to:

Standing orders

Certain works are updated regularly and are considered vital to a timely collection. By receiving these books directly from the publisher as per a prearranged agreement, the library saves time and maintains current, vital titles.

Gifts and Donations

Gifts selected for addition to the collection will meet the same selection criteria as purchased materials. Materials donated to the library become the property of the library and may be sold or disposed of as conditions warrant. Staff will issue a receipt with quantity and type of materials listed, upon request. Staff cannot assign monetary value to gifts for tax purposes. The Library does not accept materials that smell of smoke, are mildewed, infested with insects, or in otherwise poor condition. Items in poor condition received by the library will be disposed of or recycled.

Unacceptable items for donation include textbooks older than five years, encyclopedias, and computer software.

High Demand Titles

Multiple copies of certain high-demand titles, such as anticipated best sellers, will be ordered in quantity. Additional copies will be ordered when customer holds exceed five.

Duplicates/Replacements

Duplicate copies of high demand works will be kept for as long as demand dictates need. When an essential or valuable item is stolen, lost, or damaged beyond repair and is available for purchase, it will be replaced.

Interlibrary Loan

Customers may request items that library staff declines to add to the collection. These items, if available, can be ordered from participating lending libraries through inter-library loan for used for a time determined by the lending library. 

Databases

In addition to the databases available statewide through the Oklahoma Department of Libraries, the library will broker agreements with database vendors to supply needed database resources for customers. These databases will be accessible through the library’s Internet computers. Some databases may be accessible outside the library as well, using passwords and access codes supplied by the library as per the vendor agreement. Databases will be purchased according to content, community need, ease of use, cost and actual usage statistics.

General Collection

Fiction

The Library provides a permanent collection of literary fiction by recognized authors in addition to a wide-ranging selection of contemporary fiction. Genres collected within the heading of fiction include but are not limited to mystery, western, science fiction, fantasy, and romance.

 The following criteria will be used in selecting fiction:

• Popularity

• Sustained series

• Author

• Genre

• Artistic merit

• Originality

• Reviews

• Prizes and/or awards

Non-Fiction

Non-fiction is chosen for its usefulness, accuracy, cost, balanced contribution to subject area and customer demand. Subject areas collected within the heading of non-fiction include but are not limited to science, literature, history, biography, art, sports, travel, social issues, religion, and medicine.

The following criteria will be used in selecting non-fiction:

• Interest

• Timeliness

• Topic

• Publication date

• Reviews

• Authoritativeness

• Scope

• Objectivity

• Clarity

• Accuracy

• Format

Reference

Basic reference sources such as an Encyclopedia, dictionaries, genealogical and state/area specific works are purchased as needed.

Large Print

The Library will purchase large print materials for visually challenged customers using a combination of standing orders and the same material selection procedures that apply to the general collection. Large print fiction materials are shelved separately from the general collection for ease of access.

Foreign Language Materials

The Library will maintain a foreign language learning collection with an emphasis on the Spanish language including dictionaries, instructional print, audio materials, and digital resources. Spanish-language materials are purchased across the general collection.

Paperbacks

When a hardback copy of a particular item is available it will generally be selected. Price and availability may limit this option, however, to paper editions. The Library accepts donations of paperbacks and adds many to the collection for customer use. Paperbacks not used in the regular collection are shelved in a separate area of the general collection.

Periodicals

The Library maintains a current collection of newspapers and magazines. Most magazines may be checked out except for the most recent issue. Back issues of magazines are kept for a limited time. Certain magazines are categorized as Reference and do not circulate at all.

Newspapers have been selected to provide local, state, regional and national coverage. Newspapers do not circulate. Currently, the library does not collect back issues of any newspapers (except for the Ardmore newspaper on microfilm). The Library also collects various newsletters and specialty papers of interest to the community, as space allows.

Formats

The Library recognizes that the printed book is not sufficient as the single standard medium for communication and therefore strives to obtain materials in a variety of alternative formats including:

Audio Books (Compact Disc)

The Library’s collection of audio books on Compact Disc (CD) was selected using the same criteria as outlined for the general collection (fiction and non-fiction).  While the collection remains available for checkout, it is not added to as most audio books are now supplied via eAudio (see eAudio, eBooks, eMagazines, eComics below). This collection is valued for vision-impaired customers and those who commute.

Music -- Audio CDs and streaming

Audio CDs will be selected to create a collection that is representative of all genres of music, considering the interests of the community. In addition, the following criteria will be considered in selecting music CDs:

• Popularity

• Reviews

• Awards

• Artistic merit

• Compilations (i.e. greatest hits)

The Library also provides free access to music for customers using the hoopla streaming service.

Videos

The Library will select videos of literary, classic and instructional programs, as well as popular movies and television programs for entertainment purposes. This collection is held on Digital Video Disc (DVD) and Blu-ray. The Library also provides free access to digital movies and television for customers using the hoopla and Kanopy streaming services.

Video Games

The Library will select popular video games for entertainment purposes.  The collection will be held in multiple formats for the most popular game systems.

eAudio, eBooks, eMagazines, eComics

The Library participates in the Oklahoma Virtual Library Consortium (Overdrive) that shares eAudio and eBooks using the same criteria as Audio Books and Print materials. The Library also purchases access to digital magazines on Overdrive for our customers. The Library will participate in consortia, when possible, to expand the choices available to our customers. The Oklahoma Virtual Library Consortium (OKVL) has its own collection development policy. (see appendix F)

The Library also provides eAudio, eBooks, eMagazines, and eComics to customers through the hoopla service.

Electronic

Electronic resources are added to the library’s website as a service to customers for use inside and outside the library. Websites collected for use will be notable for their factual content, broad appeal and ease of use in information searching. Some of these resources are subscription based and may only be available in the library.

Microfilm

The Daily Ardmoreite and some local genealogical research materials are available on microfilm. Access is facilitated by a microfilm reader/printer. Librarians can assist customers in obtaining information through this format.

Areas of Particular Emphasis

Local History/Genealogy

The Ardmore Public Library possesses and maintains a variety of resources that aid genealogical and historical regional research. Among these resources is the McGalliard photograph and document collection of early Oklahoma/Ardmore subjects. Various family and local self-published works as well as materials specific to Ardmore, Carter County, and Oklahoma history will be collected with more latitude than materials in the general collection. As these items can be specific and rare, their collection may occur on a serendipitous basis as items are donated or made available through collectors.

Children’s Collection

The Youth Services Librarian is the primary selector of children’s materials. Books and other materials are selected which are of value and interest to children from the pre-reader through adolescence. The Children’s Collection contains books and other materials for young people from birth to age 17, their caregivers, and people interested in children’s literature. Materials are selected to stimulate and foster reading, to fill recreational needs, and to supplement school projects and assignments. Quality of materials, balance within the collection and customer needs are considered when selecting children’s resources. 

• Responsibility for the materials checked out and/or read by children rests with their parents and legal guardians. The Library’s selection of materials for adults will not be inhibited by the possibility that children may encounter said materials. The Library strives to maintain separate collections for adults and children in terms of space, organization and staffing, but young people are not restricted to the Children’s Collection and have access to the general collection. 

• The Library does not order textbooks for class assignments, rather builds the Children’s Collection in terms of supplemental materials. Multiple copies of certain high demand titles may be ordered from required reading lists. The Library will also strive to obtain books highlighted in state and national award lists, such as the Sequoyah books in Oklahoma and the Newbery and Caldecott medal winners from the American Library Association. 

• The Library does not provide AR testing but will assist children in making book selections that meet their AR requirements. 

• Children’s materials are collected in a variety of formats including: 

Hardback books                   Magazines                            

Paperback books                  eBooks

Graphic Novels                      eAudio

Video Games                         DVD and Blu Ray Movies

Board books

Weeding/Deselection

 Judicious and systematic discarding of library materials is necessary to keep the collection attractive, useful and current. The Library will engage in systematic withdrawal of materials which are worn, outdated, duplicated or no longer of interest, as well as donated items which the library chooses not to add to the collection. These items will be sold in an ongoing library book sale, with proceeds benefiting the library, or may be donated to other community organizations.

Requests for Reconsideration

The Library strives to maintain a collection with a broad appeal for all the citizens in Ardmore. To this end, the Library has adopted the American Library Association’s Library Bill of Rights and Freedom to Read Statement. [See appendices for the full text of each document.]

Customers and members of the staff may advise the library if they feel that material has been added to the collection in violation of this policy. The concerned person should contact the Library Director and complete a “Request for Reconsideration of Materials” form available at the front desk. [See appendices for a copy of this form.]           

The Library Director will report this information to the Library Board. The Library Board will then determine if the material in question was selected according to this Policy. The concerned person will be notified by the Library Director of the Board’s decision. Challenged materials will remain in the collection until the Board’s final decision. Under no circumstances will the personal view or taste of either the Library Director or the members of the Library Board concerning the material be criteria in making a ruling. The determination will be made solely based on compliance with the Collection Development Policy. 

Customer Service Policy

Approved by Library Board: September 2005

Latest update: June 2026

Purpose:

The Library will set policies that regulate ancillary services to customers to provide reasonable accommodation and equitable access. This policy will also serve as a guide for staff to recognize and deal with customer behavior and situations that may arise in the day-to-day operations of the library.

Meeting and Study Rooms

Library meeting rooms are available free of charge for meetings and programs of non-profit, community, civic, cultural, educational, governmental, professional organizations and business groups. No private parties, such as wedding showers, birthday parties, etc. may be held.

The following library rooms may be reserved:

Smith Meeting Room capacity: 96

Franks Board Room capacity: 14

Study Room No. 1 capacity: 6

Study Room No. 2 capacity: 12

Library meeting rooms are available only during hours when the library is staffed or by special arrangement.  

Study rooms may be used by individuals for quiet study any time one is available; individuals may reserve study rooms in advance for a meeting. Tutors/teachers with students may book the study rooms in advance and will be expected to fill out the meeting room user agreement once a calendar year.

Buying and selling are NOT PERMITTED at meetings sponsored by for-profit groups. However, free will donations, membership dues, and /or registration fees to cover materials or speakers/presenters’ fees are permitted. 

Neither the library name nor the address may be used as a mailing address for organizations, groups or individuals using library public space.

If an event flyer includes a contact phone number, it must be the number of a group member or the hosting organization, and not the library phone number.

Library programs and City of Ardmore functions receive priority in scheduling. All other groups will be scheduled on a first-come, first-served basis. Every effort will be made to avoid having to reschedule a group’s planned meeting(s), but if a conflict with a library or City event or program develops, this may be necessary.

No fee is charged for the use of the meeting space for general meetings.

Each group is responsible for ensuring its program is following applicable state and federal statutes (i.e. Open Meetings Act, Copyright Law, ADA, etc.).

Organizations that meet on a monthly, quarterly, or annual basis may reserve meeting rooms up to a year in advance. Individuals or organizations that meet frequently (daily or weekly) may reserve no more than two meetings in advance to ensure fair and equitable use of the library’s meeting spaces. The library reserves the right to deny a scheduling request based on availability of meeting rooms, frequency of meetings, and demand from other organizations. One individual or organization may not reserve more than two rooms at the same time.

All organizations wishing to use the library’s meeting rooms must submit a completed User Agreement once a year. [See appendices for a copy of this form.]  

Organizations will be expected to provide some basic information such as:

Name of organization

Time desired

Number of people expected

Contact information of responsible person

Equipment needs

Meeting rooms have equipment available for use such as a video projector, DVD player, etc.

If you need any such equipment, please let us know in advance of the meeting.

The Library is a tobacco/marijuana free facility; in addition, no smoking is allowed outside the library anywhere on library property. Vapor and electronic cigarettes are subject to the same guidelines. Food and beverages may be served in the Charles R. Smith and Carolyn Franks meeting rooms only and are not allowed in the remainder of the building. No alcoholic beverages may be served or consumed on the premises. Firearms are not permitted in the library as it is a city building conducting business with the public (O.S. 21-1277)

Each room has tables and chairs which the group using the room may arrange to suit its needs before their meeting begins. The organization holding the meeting is responsible for room setup and for returning the room to the state in which they found it (clean up trash, return borrowed equipment, etc.). The organization holding the meeting will also assume financial responsibility for any repair or replacement of damaged library property or equipment that may occur. Use of the library meeting rooms in no way constitutes endorsement by the Library Board, Management or Staff, nor by the City of Ardmore, of the group or its message. If publicity concerning an event is circulated, it must include the statement. “This event is not sponsored by or endorsed by the Ardmore Public Library.” The Ardmore Public Library does not promote or advertise non-APL events held in the library.

The Library Director may refuse to allow use of the facility to groups whose activity might interfere with proper functioning of the library or who fail to abide by the terms of this policy.

Bulletin Boards and Display Cabinets

Display space is available on the bulletin board and in the display cabinets in the library for educational, artistic, and cultural materials that promote interest in books or library materials, or that share information about non-profit groups. Preference will be given to exhibits that are timely and of general interest. 

Commercial postings or solicitations are not appropriate. Job postings are permitted at the discretion of library staff.

Groups or individuals desiring to use the bulletin board should present their material to a staff member who will obtain approval from senior staff. Undated materials will be removed by library staff after 30 days.

The Library Director must approve any display to ensure that it is appropriate to display in the library and that it is neat and presented attractively. 

The Library assumes no responsibility in the event of loss, theft, or damage to display materials. 

The posting of any item on a library bulletin board or on a display in no way constitutes endorsement by the library Board, Management or Staff, nor by the City of Ardmore.

Solicitation

Personal solicitation of library users or staff by individuals or groups who have items to sell is not allowed on library premises.

Approaching library users or staff to request a signature on a petition, to distribute literature, or to conduct a survey is not allowed inside the library. Groups who wish to conduct petitions or distribute literature on the library premises must receive prior permission from the Library Director. Activities cannot impede ingress or egress to and from the building entrance. Requests for money (panhandling) may not be made to library users or staff anywhere on library property.

Library-sponsored events and fundraisers shall be exempted from this policy.

Child Safety and Behavior

The Ardmore Public Library welcomes children of all ages. library staff members strive to provide a safe and appropriate environment for all library users. However, the library is a public building and is open to anyone. Any public place may be dangerous for a child who is left unattended even for brief periods of time. Due to the many responsibilities of the library staff, monitoring of each child’s behavior and location is not possible. library employees do not take over parental responsibilities for children when they come into the library. 

Parents and other caregivers are solely responsible for the welfare and the behavior of children using the library. Additionally, children under the age of eleven (11) must be accompanied and adequately always supervised by a responsible caregiver while they are in the library. If a child under the age of eleven (11) is found to be unattended in any area of the library or an unattended child eleven (11) or older is found frightened, crying, or otherwise in distress, staff will attempt to locate the child’s caregiver. If library staff cannot find the child’s parent or caregiver, the police will be notified and asked to take care of the child. 

Children attending a library program may be supervised by library staff during the program. Caretakers of children under age eleven (11) must remain in the library while the program is taking place and be ready to meet their children at the end of the program.

Older unattended children who are disruptive will be asked to leave the library. If the child cannot safely leave the library to return home, a staff member will call for a ride. If no one can be contacted, library staff will either allow the child to remain at the library under close supervision until contact with a ride can be made, or contact the proper authorities, depending upon the severity of the situation.

Parents, guardians, or assigned caretakers are responsible for the behavior of the children in their charge while in the library. This includes caretakers who use library computers. A staff member may approach customers regarding their child’s behavior and ask them to end their computer session to attend to the child(ren) in their care. Disruptive children will be asked to be quiet. If the disruption continues, the caretaker will be asked to quiet the child(ren). A parent or caretaker who refuses or does not bring the behavior under control will be asked to leave with the child(ren).

Abandoned Children at Closing 

When a minor under the age of fourteen (14) years old (or older at the discretion of the library supervisor) is waiting for a ride and is left in the library at closing, two staff members will stay with the child until the child is picked up or turned over to the police.

Staff members may not transport children.

Telephones

Cell Phone Use

Cell phone use is permitted, however if the use of a cell phone limits the ability of others to enjoy or use the library in reasonable comfort, the cell phone user may be asked to end a call or take their conversation outside. Reasons may include incessant ringing, overly loud conversation, use of abusive or obscene language, or using the phone for playback of music or videos. In addition, cell phone users are asked to set their ringers/notifications to silent/vibrate while in the library.

Public Telephone

The Library does not provide a public telephone. A library staff member may place a call for a customer in the event he/she needs transportation or in an emergency.

Food and Drink

Consuming food or beverages is permitted in the Smith Meeting Room, Franks Conference Room, and Children’s programming room.  Consumption of food is not permitted in the remainder of the library. Beverages in closed containers are allowed.

Customer Behavior Rules of Conduct

The Ardmore Public Library encourages all people to visit the library. Those using the library and its resources have the right to expect a reasonably quiet, clean, safe, comfortable environment that supports appropriate library services. To protect these rights, the users of the Ardmore Public Library are expected to comply with the Rules of Conduct listed in this policy.

To ensure the library has a welcoming and safe environment with the library, guests will:

• Respect staff and other guests

• Respect library and guest property

• Use the library space only for its intended purpose

• Always keep personal items under your control

• Obey the law

Respectful behavior includes:

• Complying with staff requests

• Acting in a safe and welcoming manner

• No harassing or stalking library guests or staff, including verbal or physical intimidation

• No horseplay, fighting or challenging to fight, running, pushing, shoving, or throwing things

• Refraining from disruptive behavior, including maintaining a reasonable volume

• Attending to children and adults in your care while visiting the library. The Library assumes no responsibility for unattended people.

• Refraining from visiting when you have a communicable disease, contagious illness, open wounds, lice, fleas, bed bugs, or other body or article infestation.

• Ensuring library materials are free of infestation when returned.

• Wearing appropriate attire while in the buildings, including shoes, always.

• Bringing only ADA-defined service animals into the library

• Practicing good hygiene by avoiding strong, pervasive odors, including fragrances such as perfume and cologne.

• Petitioning and protesting only within designated areas and conducting polls only when authorized by the library.

• Remaining outside of staff-only workspaces, including docks and back alleys.

• Allowing the use of library spaces or resources by all guests.

To ensure a safe and welcoming environment in the library, the following behaviors are not allowed:

• Committing or attempting to commit any activity that would constitute a violation of any federal, state, or local criminal statute or ordinance. 

• Carrying firearms except by armed law enforcement officers or authorized security officers.

• Carrying dangerous weapons of any kind, including but not limited to pepper spray, walking sticks, knives, clubs, axes, and machetes.

• Using or preparing to use tobacco (including electronic vapor and e-cigarettes) indoors or use of tobacco (including electronic vapor and e-cigarettes) within 25 feet of building entrances.

• Intoxicated behavior, substance abuse, the use or possession of intoxicating substances.

• Engaging in acts of indecent exposure or sexual activity of any kind.

• Intentionally destroying, damaging, or defacing any library or other individual’s property. 

• Solicitation in any form inside the library building, including the doorway or vestibule of any such library building. Solicitation outside the library without permission or in a manner on library premises that unreasonably interferes with or impedes access to the library. 

• Failing to maintain control of personal items or by leaving items unattended, allowing items to block access to library materials or equipment, or by allowing items to interfere with a library staff member or individual’s use of the library, leaving packages, backpacks, luggage, or any personal items unattended.

• Using, storing or parking bicycles, scooters, etc. in the library. They must be parked in designated areas outside the building.

• Operating roller skates, skateboards or other similar devices inside library buildings, including, but not limited to, vestibules or covered doorways. 

• Improperly using library restrooms, including but not limited to, washing or drying clothes, bathing or shaving. 

• Lying down and sleeping in the restrooms, or on any floor or couch, table or seat in the library; having feet on furniture or blocking aisles, exits or entrances. 

• Using electronic equipment at a volume that disturbs others, with or without headphones, including, but not limited to, cell phones, laptops, and tablets. 

• Leaving one or more children under the age of eleven (11), who reasonably appear to be unsupervised or unattended, anywhere in or on library premises. 

• Violating the Library’s Electronic Services and Internet Safety Policy

The Ardmore Public Library reserves the right to require anyone of any age violating the behavior policy to leave the library.  Serious or repeated misconduct may lead to restrictions including loss of library privileges typically ranging from one day to two years, and/or appropriate legal action.  Indefinite bans may also be issued due to egregious misconduct or repeated misconduct.

Procedure for Appeals

A person excluded from the use of the library building, property, and/or services may request in writing that the Library Director reconsider such a decision and may present evidence to the Library Director that the exclusion is not warranted under the circumstances or that they no longer pose a threat as described above.

This appeal process shall only apply to any ejection/trespass notice issued by a library employee and shall not apply to a criminal trespass notice issued by a police officer.

Ardmore Public Library

Ejection/Trespass Review 

320 E Street NW

Ardmore, OK 73401

Electronic Services & Internet Safety Policy

Approved by Library Board: September 2005

Latest update: August 2020

Purpose:

Electronic resources including the Internet, computer software, and databases are made available to the public to assist individuals in their quest for knowledge and information. These policies and guidelines are designed to make these resources available in a fair and reasonable way while maintaining the open family-friendly environment that the library has always strived to have. In addition, this policy is in compliance with applicable local, state and federal laws.

Background

The Internet is a global network of networks, and as such, is not governed by any one entity. A vast array of information is available through this network, including news from around the world, weather, sports, movie and book reviews, encyclopedic information, economic and business resources, government information, as well as museum and cultural resources.

Because there are no controls on what may be published on the Internet, some information found on the Internet may be inaccurate, incomplete, dated, or offensive to some individuals. The Library is not responsible for accuracy or content of materials available on the Internet.

The Ardmore Public Library is sensitive to the responsibilities parents have for rearing their children and wishes to be supportive of parents in making decisions as to what is appropriate for them. For this reason, the Library requires that parents and/or legal guardians give permission for their minor children to use the Internet.

The Ardmore Public Library uses an Internet Filtering device to prevent access to materials that are in violation of the Children's Internet Protection Act (CIPA). Presently there is no filter that is 100% effective and the Library cannot guarantee that sexually explicit material will not get past the filter or that there will not be other sites to which a parent might object. Parents or legal guardians must assume responsibility for deciding which library resources are appropriate for their own children. Parents or legal guardians should guide their children in use of the Internet and inform them about materials they should not use. If at any time, library personnel or parents believe a minor is not using the library’s Internet access responsibly, the parent(s) will be required to monitor the child’s access.

Failure to comply with current policies and guidelines will result in suspension and/or cancellation of computer privileges. A library supervisor will determine when inappropriate use occurs, and they will enforce the library policies. The Library Director may refer violations to local law enforcement for further investigation and possible prosecution.

Electronic Services-Acceptable Use Rules & Principles

The following rules and principles shall be in effect at the Ardmore Public Library:

• All users are responsible for obeying state and federal laws.

• All users are responsible for abiding by copyright laws.

• Users may not attempt unauthorized access (including the disabling of filters or hacking) to any computer system.

• Transmitting threatening, obscene or harassing materials, including the use of profanity or offensive language. The Ardmore Public Library has a zero-tolerance policy for anyone viewing sexually explicit images.  Not complying is a violation of the Ardmore Public Library Customer Behavior Rules of Conduct and staff may end the computer session, ask the customer to leave and/or suspend library privileges.

• Other uses of library computers may be deemed inappropriate at the discretion of library management.

Staff Assistance, Time Limits, and Printing

The library staff will provide general directions for the use of the Internet, but time does not permit in-depth instruction. An appointment must be made with library staff to provide additional assistance if necessary.

Customers may use the Internet computers for one hour at a time on a first-come, first-serve basis. If no one is waiting, the reservation system will issue additional time in 15-minute increments. The reservation system will stop extending the time when all the computers are in use and customers are waiting or after three hours use.

The Library does not provide individual e-mail accounts; however, users may access individual web-based e-mail accounts provided by a commercial Internet provider.

Ardmore Public Library Internet Safety Policy

Introduction

It is the policy of Ardmore Public library to: (a) prevent user access over its computer network to, or transmission of, inappropriate material via Internet, electronic mail, or other forms of direct electronic communications: (b) prevent unauthorized access and other unlawful online activity; (c) prevent unauthorized online disclosure, use, or dissemination of personal identification information of minors; and (d) comply with the Children’s Internet Protection Act [Pub. L. No. 106-554 and 47 USC 254(h)].

Definitions

Key terms are as defined in the Children’s Internet Protection Act.

Access to Inappropriate Material

To the extent practical, technology protection measures (or “Internet filters”) shall be used to block or filter Internet, or other forms of electronic communications, access to inappropriate information.

Specifically, as required by the Children’s Internet Protection Act, blocking shall be applied to visual depictions of material deemed obscene or child pornography, or to any material deemed harmful to minors.

Subject to staff supervision, technology protection measures may be disabled for adults or, in the case of minors, minimized only for bona fide research or other lawful purposes.

Inappropriate Network Usage

To the extent practical, steps shall be taken to promote the safety and security of users of the Ardmore Public Library online computer network when using electronic mail, chat rooms, instant messaging, and other forms of direct electronic communications.

Specifically, as required by the Children’s Internet Protection Act, prevention of inappropriate network usage includes: (a) unauthorized access, including so-called ‘hacking,’ and other unlawful activities; and (b) unauthorized disclosure, use, and dissemination of personal identification information regarding minors.

Education, Supervision and Monitoring

It shall be the responsibility of all members of the Ardmore Public Library staff to educate, supervise and monitor appropriate usage of the online computer network and access to the Internet in accordance with this policy, the Children’s Internet Protection Act, the Neighborhood Children’s Internet Protection Act, and the Protecting Children in the 21st Century Act.

Procedures for the disabling or otherwise modifying any technology protection measures shall be the responsibility of the library Director or designated representatives.

Adoption

This Internet Safety Policy was adopted by the Board of the Ardmore Public Library at a public meeting, following normal public notices, on April 11, 2017.

Violation of Policy

Appropriate action will be taken for anyone found abusing or misusing electronic resources, as outlined in this policy or as determined by library management. Action may include:

• Temporary or permanent suspension of electronic privileges

• Temporary or permanent suspension of library privileges  

• Illegal acts involving the library's computers may also be subject to prosecution by local, state or federal authorities.

Compliance with Local, State, & Federal Law

It is the practice of the Ardmore Public Library to comply with all applicable local, state, and federal laws in connection with providing electronic and internet services, and the expectation of the library that users of these resources in the library will do the same.

Ardmore City Ordinance

Title 19, Section 21.1 prohibits the display of lewd or indecent publications or materials in places frequented by minors.

Oklahoma Statutes

O.S. 21 § 1040.76 prohibits displaying materials which are harmful to minors in such a way that minors, as a part of the invited general public, will be exposed to view such material.

Children’s Internet Protection Act (CIPA) 

Pub. L. No. 106-554 and 47 USC 254(h) [known as the Children’s Internet Protection Act (CIPA)] requires that blocking be applied to visual depictions of materials deemed obscene or child pornography or to any material deemed harmful to minors (as those terms are defined in the U.S. Code).

Appendices