Library Policies

Circulation and Borrowing Policies

Type of Material Loan Period Renewals
Express Books 14 days No Renewals
Books, Audiobooks, Music CD’s, Toys, Kits & Talking Books 21 days 1
New Books 14 days 1
DVD’s/Blu-ray 7 days 1
Express DVD’s/Blu-ray 3 days No Renewals
TV Series – DVD & Blu-ray 14 days 1
Video Games 14 days No Renewals
Magazines 7 days 1

Renewals

No renewals on Express Books or items on reserve. Items will be automatically renewed one time unless there is a hold on the item. We accept telephone renewals at the library as time permits, call 737-1212. You can also renew using the automated telephone TeleCirc system (914) 674-4169, or online at westchesterlibraries.org.

The Field Library Employee Handbook

ALA Policies Adopted by The Field Library Board of Trustees

Download a PDF of the Library Bill of Rights

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

  1. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.
  2. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
  3. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.
  4. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.
  5. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.
  6. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.
  7. All people, regardless of origin, age, background, or views, possess a right to privacy and confidentiality in their library use. Libraries should advocate for, educate about, and protect people’s privacy, safeguarding all library use data, including personally identifiable information.

Adopted June 19, 1939, by the ALA Council; amended October 14, 1944; June 18, 1948; February 2, 1961; June 27, 1967; January 23, 1980; January 29, 2019.

Inclusion of “age” reaffirmed January 23, 1996.

Although the Articles of the Library Bill of Rights are unambiguous statements of basic principles that should govern the service of all libraries, questions do arise concerning application of these principles to specific library practices. See the documents designated by the Intellectual Freedom Committee as Interpretations of the Library Bill of Rights.

Adopted January by The Field Library Board of Trustees January 16, 2025

Download a PDF of the Freedom to Read Policy

The freedom to read is essential to our democracy. It is continuously under attack. Private groups and public authorities in various parts of the country are working to remove or limit access to reading materials, to censor content in schools, to label “controversial” views, to distribute lists of “objectionable” books or authors, and to purge
libraries. These actions apparently rise from a view that our national tradition of free expression is no longer valid; that censorship and suppression are needed to counter threats to safety or national security, as well as to avoid the subversion of politics and the corruption of morals. We, as individuals devoted to reading and as librarians and
publishers responsible for disseminating ideas, wish to assert the public interest in the preservation of the freedom to read.

Most attempts at suppression rest on a denial of the fundamental premise of democracy: that the ordinary individual, by exercising critical judgment, will select the good and reject the bad. We trust Americans to recognize propaganda and misinformation, and to make their own decisions about what they read and believe. We do not believe they are prepared to sacrifice their heritage of a free press in order to be “protected” against what others think may be bad for them. We believe they still favor free enterprise in ideas and expression.

These efforts at suppression are related to a larger pattern of pressures being brought against education, the press, art and images, films, broadcast media, and the Internet. The problem is not only one of actual censorship. The shadow of fear cast by these pressures leads, we suspect, to an even larger voluntary curtailment of expression by those who seek to avoid controversy or unwelcome scrutiny by government officials.

Such pressure toward conformity is perhaps natural to a time of accelerated change. And yet suppression is never more dangerous than in such a time of social tension. Freedom has given the United States the elasticity to endure strain. Freedom keeps open the path of novel and creative solutions, and enables change to come by choice. Every silencing of a heresy, every enforcement of an orthodoxy, diminishes the toughness and resilience of our society and leaves it the less able to deal with controversy and difference.

Now as always in our history, reading is among our greatest freedoms. The freedom to read and write is almost the only means for making generally available ideas or manners of expression that can initially command only a small audience. The written word is the natural medium for the new idea and the untried voice from which come the
original contributions to social growth. It is essential to the extended discussion hat serious thought requires, and to the accumulation of knowledge and ideas into organized collections.

We believe that free communication is essential to the preservation of a free society and a creative culture. We believe that these pressures toward conformity present the danger of limiting the range and variety of inquiry and expression on which our democracy and our culture depend. We believe that every American community must jealously guard the freedom to publish and to circulate, in order to preserve its own freedom to read. We believe that publishers and librarians have a profound responsibility to give validity to that freedom to read by making it possible for the readers to choose freely from a variety of offerings.

The freedom to read is guaranteed by the Constitution. Those with faith in free people will stand firm on these constitutional guarantees of essential rights and will exercise the responsibilities that accompany these rights.

We therefore affirm these propositions:

  1. It is in the public interest for publishers and librarians to make available the widest diversity of views and expressions, including those that are unorthodox, unpopular, or considered dangerous by the majority. Creative thought is by definition new, and what is new is different. The bearer of every new thought is a rebel until that idea is refined and tested. Totalitarian systems attempt to maintain themselves in power by the ruthless suppression of any concept that challenges the established orthodoxy. The power of a democratic system to adapt to change is vastly strengthened by the freedom of its citizens to choose widely from among conflicting opinions offered freely to them. To stifle every nonconformist idea at birth would mark the end of the democratic process. Furthermore, only through the constant activity of weighing and selecting can the democratic mind attain the strength demanded by times like these. We need to know not only what we
    believe but why we believe it.
  2. Publishers, librarians, and booksellers do not need to endorse every idea or presentation they make available. It would conflict with the public interest for them to establish their own political, moral, or aesthetic views as a standard for determining what should be published or circulated. Publishers and librarians serve the educational process by helping to make available knowledge and ideas required for the growth of the mind and the increase of learning. They do not foster education by imposing as mentors the patterns of their own thought. The people should have the freedom to read and consider a broader range of ideas than those that may be held by any single librarian or publisher or government or church. It is wrong that what one can read should be confined to what another thinks proper.
  3. It is contrary to the public interest for publishers or librarians to bar access to writings on the basis of the personal history or political affiliations of the author. No art or literature can flourish if it is to be measured by the political views or private lives of its creators. No society of free people can flourish that draws up lists of writers to whom it will not listen, whatever they may have to say.
  4. There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic expression. To some, much of modern expression is shocking. But is not much of life itself shocking? We cut off literature at the source if we prevent writers from dealing with the stuff of life. Parents and teachers have a responsibility to prepare the young to meet the diversity of experiences in life to which they will be exposed, as they have a responsibility to help them learn to think critically for themselves. These are affirmative responsibilities, not to be discharged simply by preventing them from reading works for which they are not yet prepared. In these matters values differ, and values cannot be legislated; nor can machinery be devised that will suit the demands of one group without limiting the freedom of others.
  5. It is not in the public interest to force a reader to accept the prejudgment of a label characterizing any expression or its author as subversive or dangerous. The ideal of labeling presupposes the existence of individuals or groups with wisdom to determine by authority what is good or bad for others. It presupposes that
    individuals must be directed in making up their minds about the ideas they examine. But Americans do not need others to do their thinking for them.
  6. It is the responsibility of publishers and librarians, as guardians of the people’s freedom to read, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large; and by the government whenever it seeks to reduce or deny public access to
    public information. It is inevitable in the give and take of the democratic process that the political, the moral, or the aesthetic concepts of an individual or group will occasionally collide with those of another individual or group. In a free society individuals are free to determine for themselves what they wish to read,
    and each group is free to determine what it will recommend to its freely associated members. But no group has the right to take the law into its own hands, and to impose its own concept of politics or morality upon other members of a democratic society. Freedom is no freedom if it is accorded only to the accepted and the inoffensive. Further, democratic societies are more safe, free, and creative when the free flow of public information is not restricted by governmental prerogative or self-censorship.
  7. It is the responsibility of publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality and diversity of thought and expression. By the exercise of this affirmative responsibility, they can demonstrate that the answer to a “bad” book is a good one, the answer to a “bad” idea is a good one. The freedom to read is of little consequence when the reader cannot obtain matter fit for that reader’s purpose. What is needed is not only the absence of restraint, but the positive provision of opportunity for the people to read the best that has been thought and said. Books are the major channel by which the intellectual inheritance is handed down, and the principal means of its testing and growth. The defense of the freedom to read requires of all publishers and librarians the utmost of their faculties, and deserves of all Americans the fullest of their support. We state these propositions neither lightly nor as easy generalizations. We here stake out a lofty claim for the value of the written word. We do so because we believe that it is possessed of enormous variety and usefulness, worthy of cherishing and keeping free. We realize that the application of these propositions may mean the dissemination of ideas and manners of expression that are repugnant to many persons. We do not state these propositions in the comfortable belief that what people read is unimportant. We believe rather that what people read is deeply important; that ideas can be dangerous; but that the suppression of ideas is fatal to a democratic society. Freedom itself is a dangerous way of life, but it is ours.

This statement was originally issued in May of 1953 by the Westchester Conference of the American Library Association and the American Book Publishers Council, which in 1970 consolidated with the American
Educational Publishers Institute to become the Association of American Publishers.

Adopted June 25, 1953; revised January 28, 1972, January 16, 1991, July 12, 2000, June 30, 2004, by the ALA Council and the AAP Freedom to Read Committee.

A Joint Statement by: American Library Association, Association of American Publishers

Subsequently endorsed by: American Booksellers Foundation for Free Expression, The Association of American University Presses, Inc., The Children’s Book Council, Freedom to Read Foundation, National Association of
College Stores, National Coalition Against Censorship, National Council of Teachers of English, The Thomas Jefferson Center for the Protection of Free Expression, The Field Library Board of Trustees January, 2013

Download a PDF of the Freedom to View Policy

The freedom to view, along with the freedom to speak, to hear, and to read, is protected by the First Amendment to the Constitution of the United States. In a free society, there is no place for censorship of any medium of expression.

Therefore these principles are affirmed:

  1. To provide the broadest access to film, video, and other audiovisual materials because they are a means for the communication of ideas. Liberty of circulation is essential to insure the constitutional guarantee of freedom of expression.
  2. To protect the confidentiality of all individuals and institutions using film, video, and other audiovisual materials.
  3. To provide film, video, and other audiovisual materials which represent a diversity of views and expression. Selection of a work does not constitute or imply agreement with or approval of the content.
  4. To provide a diversity of viewpoints without the constraint of labeling or prejudging film, video, or other audiovisual materials on the basis of the moral, religious, or political beliefs of the producer or filmmaker or on the basis of controversial content.
  5. To contest vigorously, by all lawful means, every encroachment upon the public’s freedom to view.

This statement was originally drafted by the Freedom to View Committee of the American Film and Video Association (formerly the Educational Film Library Association) and was adopted by the AFVA Board of Directors in February 1979. This statement was updated and approved by the AFVA Board of Directors in 1989.Endorsed January 10, 1990, by the ALA Council.

Endorsed by the Field Library Board of Trustees January, 2013

Download a PDF of the Free Access to Libraries for Minors Policy

An Interpretation of the Library Bill of Rights

Library policies and procedures that effectively deny minors equal and equitable access to all library resources available to other users violate the Library Bill of Rights. The American Library Association opposes all attempts to restrict access to library services, materials, and facilities based on the age of library users.

Article V of the Library Bill of Rights states, “A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.” The “right to use a library” includes free access to, and unrestricted use of, all the services, materials, and facilities the library has to offer. Every restriction on access to, and use of, library resources, based solely on the chronological age, educational level, literacy skills, or legal emancipation of users violates ArticleV.

Libraries are charged with the mission of developing resources to meet the diverse information needs and interests of the communities they serve. Services, materials, and facilities that fulfill the needs and interests of library users at different stages in their personal development are a necessary part of library resources. The needs and interests of each library user, and resources appropriate to meet those needs and interests, must be determined on an individual basis. Librarians cannot predict what resources will best fulfill the needs and interests of any individual user based
on a single criterion such as chronological age, educational level, literacy skills, or legal emancipation.

Libraries should not limit the selection and development of library resources simply because minors will have access to them. Institutional self-censorship diminishes the credibility of the library in the community, and restricts access for all library users.

Children and young adults unquestionably possess First Amendment rights, including the right to receive information in the library. Constitutionally protected speech cannot be suppressed solely to protect children or young adults from ideas or images a legislative body believes to be unsuitable for them.1 Librarians and library governing bodies should not resort to age restrictions in an effort to avoid actual or anticipated objections, because only a court of law can determine whether material is not constitutionally protected.

The mission, goals, and objectives of libraries cannot authorize librarians or library governing bodies to assume, abrogate, or overrule the rights and responsibilities of parents. As “Libraries: An American Value” states, “We affirm the responsibility and the right of all parents and guardians to guide their own children’s use of the library and its resources and services.” Librarians and governing bodies should maintain that parents – and only parents – have the right and the responsibility to restrict the access of their children – and only their children – to library resources. Parents who do not want their children to have access to certain library services, materials, or facilities should so advise their children. Librarians and library governing bodies cannot assume the role of parents or the functions of parental authority in the private relationship between parent and child.

Lack of access to information can be harmful to minors. Librarians and library governing bodies have a public and professional obligation to ensure that all members of the community they serve have free, equal, and equitable access to the entire range of library resources regardless of content, approach, format, or amount of detail. This principle of library service applies equally to all users, minors as well as adults. Librarians and library governing bodies must uphold this principle in order to provide adequate and effective service to minors.

1See Erznoznik v. City of Jacksonville, 422 U.S. 205 (1975): “Speech that is neither obscene as to youths nor subject to some other legitimate proscription cannot be suppressed solely to protect the young from ideas or images that a legislative body thinks unsuitable [422 U.S. 205, 214] for them. In most circumstances, the values protected by the First Amendment are no less applicable when government seeks to control the flow of information to minors. See Tinker v. Des Moines School Dist., supra. Cf. West Virginia Bd. of Ed. v. Barnette, 319 U.S. 624 (1943).”

Adopted June 30, 1972; amended July 1, 1981; July 3, 1991, June 30, 2004, by the ALA Council

Endorsed by The Field Library Board of Trustees January, 2013

The Field Library General Policies

Download a PDF of the Art Exhibit Policy

The Field Library offers a dedicated art exhibit space in the gallery to support its mission of fulfilling the cultural, informational, artistic, and recreational needs of our diverse community. All exhibits are free and open to the public during the Library’s regular operating hours.

GUIDELINES FOR ART EXHIBITION AT THE LIBRARY: All artwork and artists considered for inclusion in the exhibit space are subject to the criteria listed below:

  • Current and anticipated needs and interests of the public;
  • Professional presentation of work and artistic value;
  • The Library’s ability to display the artwork due to format, size, contrast, or safety considerations;
  • The professional or artistic reputation of the artist(s);
  • Connection to other community programs, exhibits, or events;
  • Artist’s agreement to the Library’s Art Exhibits Agreement.

While the Library does not censor artwork displayed in the gallery or the lobby display glass case, artists should be mindful that the lobby display case is a public area where children and adults from our community frequently walk through.

The Library will not include in any exhibits or displays artwork that it determines to be obscene or pornographic, or materials containing content that could be considered discriminatory or harassing based on a group or individual’s protected class (race, color, religious creed, sex/gender, pregnancy, marital status, age, national origin/ancestry, disability, sexual orientation, gender
identity, military or veteran status, or status in any other group protected by federal, state, or local law).

APPLICATIONS: All applications for art to be exhibited in the gallery should be mailed or emailed to the Gallery Coordinator at gallery@thefieldlibrary.org, 4 Nelson Ave Peekskill NY 10566), who will handle the arrangements for approved shows. All items in the exhibit are reviewed and approved by the Library in advance of display placement. Art exhibitions in media other than two-dimensional art are encouraged and will be considered based on the Library’s and the artist’s ability to present the show for display. The duration of an exhibit will be for one month, unless otherwise determined by the Gallery Coordinator and/or Library Director.

SALES: A price list, numbered to correspond to the works on display, may be left in the Gallery, however, any transactions must take place between the artist and the buyer off Library premises. The Library requires a donation of 15% of the payment received from the sale of any artwork displayed at the Library. Any piece sold must remain in the exhibit until the exhibit has concluded.

PUBLICITY/EVENTS: The Library provides some publicity for its exhibits. Artists may offer additional promotional materials, such as artist-produced postcards, subject to the Library’s approval. Information about exhibits and receptions is posted on the Library’s website and social media platforms.

Artists are welcome to have a reception. Most Saturday and Sunday afternoons are available, but they must be booked in advance. Receptions are to be open to the public as well as invited guests. Under normal circumstances, custodial help is not required after the reception, but should there be cleanup, exhibitors are expected to pay a nominal fee.

SETTING UP: Artists must arrange time(s) for hanging their artwork, and are responsible for proper and safe framing and hanging of work from the picture hooks in the room; line is provided. It is very important to maintain the integrity of the wall space and the hanging system in place was installed for that purpose. Exhibitors are responsible and must reimburse the Library for any damages incurred in connection with the exhibition. Labels may be affixed to the wall using Library-approved methods to identify works. The Library does not provide porter service, storage space, or special furnishings for exhibits.

INSURANCE: The Library is not responsible for the theft or damage to items on exhibit, nor does it provide security or insurance to protect them. The exhibitors must sign an insurance waiver for works displayed.

DISCLAIMER: Artwork displayed in the gallery shall not indicate endorsement, imply agreement with any particular viewpoint or suggest approval or certification of the content of the art by the Board of Trustees, Library Director or staff.

The Library’s use of display areas takes precedence over any other use and the Library reserves the right, without notice, to cancel the use of the display area by exhibits if the Director determines that the display space is needed for Library purposes.

Adopted by The Field Library Board of Trustees 12/18/2025

Download a PDF of the Circulation Policy

The Board of Trustees of The Field Library encourages the use and borrowing of the library’s print and non-print materials. The library seeks to have as few restrictions on the flow of information as possible while protecting its resources. In order to provide an adequate selection and equal access to materials, the Library sets limits on the length of loan periods, renewals and reserves.

The Library does not maintain records of what individuals have borrowed and returned in the past, except when materials have been damaged or have not been returned. The Library will not disclose a borrower’s personal information to others unless required to do so by law.

Borrowing Privileges
Adults and children who live in the Peekskill City School District or the Town of Cortlandt, are eligible for a free library card. Adults and children who live outside Westchester County and who work, attend school, or own property in Peekskill or the Town of Cortlandt are eligible for a free library card. The card will be honored at all Westchester County public libraries. Appropriate personal identification is required with
proof of name and street address of residence. Those who reside outside Westchester County must provide proof of school attendance, place of work, or ownership of property in Peekskill or the Town of Cortlandt as well the street address of residence. A parent’s or guardian’s identification is required for children under 12 or in grade 6 and under. Users are responsible for notifying the Library of subsequent address, phone number, email or name change.

The borrowing privileges of a Library card holder in good standing are limited only by the restrictions upon specific kinds of circulating materials. Restrictions may include, but are not limited to, type of material, number of books on a particular subject and total number of items that may be borrowed at any time. Borrowing privileges for transient residents of the area shelter are available with a note from the shelter.

All Library users are responsible for the library materials checked out on their cards and for charges incurred for lost or damaged materials. If a library card is lost or stolen, the user must notify the library immediately. The Library charges a fee to replace a lost library card. To ensure confidentiality and expedite service, library users must present a library card in order to borrow materials. Should the library user not have his or her library card, the library will require valid photo ID with name and address for
identification.

Renewals
Material may be renewed in person, online and by phone. Material may be renewed for one additional circulation period. An item may not be renewed when it is on reserve for another library user. There is no limit on the number of items that may be renewed.

Reserves
Requests for material owned by The Field Library and other libraries within the Westchester Library System may be placed in person, online, or by phone. Regular circulating material other than Express books, Express DVDs and magazines may be reserved. Library users are notified by telephone, e-mail or U.S. Postal Service when reserved material becomes available. Items are held for 7 days after notice is sent.

Interlibrary Loan
Requests for the interlibrary loan of print materials owned by libraries outside the Westchester System Library are accepted at the Reference Desk. Library users are notified by telephone, e-mail or U.S. Postal Service when materials become available. Items are held for 7 days after notice is sent. Borrowing rules are set by the Westchester Library System and may vary.

Lost or Damaged Material
The Library charges full replacement cost for materials which are lost or damaged so badly that they can no longer be used. Patrons have the option of replacing the lost or damaged material with an item in new condition that duplicates the content and format of the lost or damaged copy, but must do so within 30 days of receiving the bill. If lost material is returned within 30 days of payment or replacement, the patron will receive a refund, less the fine. If the replacement cost cannot be easily determined, the library
will use default prices as determined by the Westchester Library System.

Suspension of Borrowing Privileges
The Library may deny borrowing privileges to library users who accumulate overdue fines or fail to return lost material with cumulative replacement costs exceeding $25.00. Borrowing privileges will be reinstated upon restitution.

Approved by the Board of Trustees on January 19, 2023

Download a PDF of the Code of Conduct Policy

The Field Library strives to provide a safe, comfortable, pleasant, and clean environment for our community. We want everyone to enjoy the library and to have a productive experience. To do so, requires everyone’s cooperation. Therefore, everyone can help by following the rules below.

Be considerate of other library users and library staff

  • Public health codes must be observed.
  • Appropriate attire to a public building, including footwear, must be worn on library property.
  • Food is forbidden except at library-sponsored programs and in meeting rooms with prior librarian knowledge and approval. Drinks with lids with proper care to avoid spilling are allowed throughout the library except near computers.
  • Patrons must keep noise to an appropriate level so that it does not interfere with the library’s mission and other patrons’ use.
  • Only service animals or animals used in library programs are permitted in the library.
  • Patrons whose odor impairs the ability of other users to use the library may be required to leave the library rooms.
  • Patrons may not loiter in entrances, doorways or steps.
  • Patrons are not allowed to rearrange or disarrange library furnishings and materials.
  • Designated space for specific age groups have been designed to meet the needs of that particular age group. Access to the Children’s Room is limited to children, their caregivers, teachers, and Library Staff. The Teen Space is limited to teenagers, adults accompanied by teenagers, and Library Staff. Anyone regardless of age seeking to check out library materials may browse the collection but may not loiter in the space otherwise designated.
  • Patrons must leave the library at designated closing times.
  • Library staff is not responsible for locating, paging or delivering messages to patrons.
  • Patrons must abide by all library policies.

For everyone’s safety

  • Running is not allowed on library property.
  • Skates, rollerblades, scooters (unless medically necessary), skateboards, etc. may not be used on library property; bicycles must be parked outside the building.
  • Personal property may not obstruct aisles, walkways or seating.
  • The library is not responsible for the care of unattended children. Children under the age of 10 must be in the company of a person at least 14 years old at all times. Those who accompany children are responsible for their behavior.
  • Patrons are not allowed behind public service desks, in library offices or in any staff area without prior authorization.

Prohibited conduct includes, but is not limited to

  • Illegal behavior of any kind.
  • Carrying firearms or other weapons, except those carried by law enforcement officers.
  • Disorderly conduct, which may include:
    1. Brawling or fighting
    2. Language or behavior that is offensive, abusive, obscene or cursing
    3. Boisterous, inappropriate, or disruptive behavior
    4. Harassment
    5. Any form of sexual misconduct, including but not limited to exposure, offensive touching or sexual harassment of other patrons or staff
    6. Behavior that threatens others
    7. Possession of illegal drugs or alcohol on library property
    8. Being under the influence of illegal drugs or alcohol while in the library
    9. Use of tobacco products in the library and building
    10. Vandalism, destruction or tampering of library property or the property of other patrons
    11. Removal or attempting removal of library materials or property from the library without authorization
    12. Failure to adhere to copyright laws
    13. Sleeping, eating, or lounging on library furniture
    14. Disturbing other patrons’ use of the library
    15. Speaking on cell phones except in building lobby
    16. Soliciting, distributing materials, petitioning or selling except as authorized by Library Director

The Field Library

  • Is not responsible for any personal property. Personal items left may be discarded.
  • May inspect all backpacks, book bags, satchels and briefcases.
  • May limit the number of persons who can sit together.
  • May impose time limits on the use of library resources, including materials and computers.
  • Applies this conduct policy with respect to all library property, including the library building and grounds. Any patron failing to comply with this policy or other library policy, rule or regulation may be required to leave the library property and/or be denied the privilege of access to the library’s materials and resources. Violations of library policies may result in civil or criminal consequences, as appropriate.

Adopted by The Field Library Board of Trustees January 2013, amended September 2018

Download a PDF of the Collection Management Policy

I. Purpose

This “Collection Management Policy” (the “Policy”) sets The Field Library’s policy and procedures governing:

  • Selection
  • Procurement
  • Cataloging
  • Evaluation
  • Removal

of “Library Resources” as defined in this Policy.

The purpose of this Policy is to position the Library to assure its community, and relevant oversight authorities, that the Library’s collection management practices meet the needs of the community served by the Library, uphold the Library’s mission, and comply with relevant law and regulations.

II. Definitions

Because the management of Library Resources by a NY Regents-chartered library is controlled by law, regulation, and Regents’ policy, this Policy uses the following precise terms, drawn from those laws and regulations, to define specific concepts critical to orderly and compliant collection management:

(the) Library: The Field Library, which is an association library chartered by the Regents in 1887.

(the) Charter: The most recent version of the document that creates the Library, as approved by the Regents.

Area of Service: The precise, geographically-defined community served by the library, as described in its Charter and Plan of Service and any contractual or policy arrangements.

Trustees (or the “Board”): The members of the Library’s governing board, responsible for setting Library policy and hiring the Executive Director.

Executive Director: The professional hired by the Trustees to lead the library and supervise all other library employees. The minimum qualifications of a library director are set by 8 NYCRR 90.8, and include educational and continuing education requirements set by 8 NYCRR 90.7.

Library Resources: As defined by 8 NYCRR 90.3, “Library Resources” means “the print and nonprint materials owned by the library and any other services provided by the library to the resident borrowers of the Library’s Area of Service.” In this Policy, Library Resources held by the Library are collectively referred to as the “Catalog” or “Collection Materials.”

Collection Management: The overall term for the selection, procurement, cataloging, evaluation, and removal of Library Resources.

Selection of Library Resources: The process by which Library Resources are chosen by Library staff (see “Selection Criteria” below), based on the Library’s budget and through use of vetted materials.

Selection Criteria: The criteria determined by the Director and other Library staff, based on the goals and identified community needs in the Library’s Strategic Plan adopted by the Board, that must be met by the Collection.

Procurement: The process by which selected Library Resources are purchased. Procurement is governed by a combination of law, regulation, and Library policies. For certain purchases, it may also be governed by grant terms required by funding sources.

Cataloging: The process by which purchased items are formally added into the Library’s collection. “Cataloging” includes how selected materials are listed in the Library’s catalog and in what section of the Library they are placed (where they are “shelved”).

Evaluation: The process by which collection materials are periodically reviewed to ensure they remain physically intact, relevant, and meet “community needs” as required by 8 NYCRR 90.2(6).

Request for Re-Evaluation: The formal process by which any trustee, library employee, or individual served by the Library may request re-evaluation of a Library Resource being included in the Library’s Catalog, per the library’s Selection Criteria.

Strategic Plan: A community needs-based, board-approved, written strategic plan of service developed by the Library Trustees and staff. As required by 8 NYCRR 90.2, the Library’s Strategic Plan includes the goals and identified community needs that must be met by the Library’s Collection.

Annual Report (to the community): An annual report to the Library’s community setting forth the Library’s progress in meeting its mission, goals, and objectives, as outlined in the library’s Strategic Plan.

Annual Report (to Education Department): An annual report to the State Education Department, required by 8 NYCRR 90.1 and the NY Education Department’s Division of Library Development.

Record Retention Period: How long different records pertaining to actions under this Collection Management Policy are retained, after which they are purged. As the Library is an association library, the Trustees set this policy.

Donated Materials: Books or other materials that are donated to the Library. These items are not immediately added to the Collection; they are evaluated according to the same Selection Criteria that are applied to purchased material. Donated Materials which do not meet the library’s Selection Criteria will be disposed of at the discretion of the Library.

III. Collection Management

A. Selection

The Selection Criteria of the Library, as informed by the Strategic Plan approved by the Trustees, are attached as Appendix “A.”

Selection Criteria are set by the Director.

Selection Criteria are maintained as a schedule to enable ease of amendment and flexibility with respect to evolving community needs.

It is expected, but not required, that Selection Criteria as set forth in Appendix “A” may be updated more frequently than this Policy. Such revision does not require approval by the Board.

As required by 8 NYCRR 90.2, the Library provides a circulation system that facilitates access to the Library’s Collection as cataloged after selected materials are acquired.

B. Procurement

The Procurement of selected Library Resources by the Library is governed by the Library’s Procurement policy.

At all times, the Director and the Board distinguish between Selection and Procurement. “Selection” is how Library Materials are chosen; “Procurement” is how they are purchased using library funds (for example, Donated Materials are not procured).

Records management: records pertaining to Procurement of Library Resources are kept for 1 year (see LGS-1 #599).

C. Cataloging

The procedures for Cataloging the Collection of the Library, as informed by the Library’s Strategic Plan, are attached as Appendix “B.”

The procedures for Cataloging are set by the Director, as informed by the Strategic Plan approved by the Trustees, and the Director’s familiarity with current relevant standards as set by the Library and the library and information management profession.

D. Evaluation

1. Routine Evaluation

As required by 8 NYCRR 90.2(6), Library Resources in the Library’s Collection are routinely evaluated to ensure the Collection meets community needs; to ensure routine evaluation, the Library Director oversees such evaluation per the schedule attached as Appendix “C.”

The Director reports to the Board on the routine evaluation of Library Resources not less than annually.

Routine evaluation decisions are often affected through a process referred to as “Weeding” the Library’s procedures for Weeding are included in Appendix “C.”

2. Request for Re-Evaluation

A trustee, employee, or person served by the Library (a “Request-Maker”) may request that the Selection or Cataloging of a Library Resource or Resources be re-considered.

To initiate a Request for Re-Evaluation, the Request-Maker may fill in the “Request for Re-Evaluation” form attached as “D.” Only the factors listed in the form are a suitable basis for a filing such a request.

The procedure for removal based on a Request for Re-Evaluation is addressed in Section III.E.3 of this Policy.

Materials shall generally only be subject to Re-Evaluation under this sub-section “2” once every 5 years. For repeat requests within 5 years, unless the Selection Criteria have changed with respect to the subject Materials, the prior determination shall be supplied.

Records management: records pertaining to a Request for Re-Evaluation are kept for 6 years (see LGS-1 #601). In addition, also per the LGS-1 #601, because such records deal with serious constitutional issues and may have value for future research, the Library shall appraise such records for historical significance prior to disposition.

C. Removal

Per Education Law Section 260, “prior to the discarding of used or surplus books or other such reading materials by trustees of a chartered public, cooperative or free association library which receives over ten thousand dollars in state aid, the Trustees shall offer to donate such books or materials to a not-for-profit corporation or political subdivision located within the area of the library system or offer to sell such books or materials to the general public.” Also as required by law, the Trustees shall retain any proceeds received from the sale of such books and materials for the purpose of maintaining and improving library service within the system.

1. Removal of damaged or technologically obsolete items

Upon finding that a Library Resource is too damaged to be useful or has become technologically obsolete to the point where it can no longer function in the manner intended, the item will be removed from the Collection.

2. Removal based on Routine Evaluation

Upon finding, after Routine Evaluation, that a Library Resource no longer meets the then-current Selection Criteria (see Appendix “A”) of the Library, the item will be removed from the Collection.

3. Removal based on Request for Re-Evaluation

If a “Request for Re-Evaluation” form is properly submitted and either the Director, or the Board of Trustees upon appeal, determine that the Library Resource it pertains to should be removed from the Collection, it will be removed from the Collection and the Catalog by the Director (or their designee).

All Requests for Re-Evaluation will be evaluated per the Library’s Strategic Plan, this Policy, and the following excerpts from the American Library Association’s Code of Ethics:

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.

II. We uphold the principles of intellectual freedom and resist all efforts to censor library resources.

VI. We do not advance private interests at the expense of library users, colleagues, or our employing institutions.

VII. We distinguish between our personal convictions and professional duties and do not allow our personal beliefs to interfere with fair representation of the aims of our institutions or the provision of access to their information resources.

Decisions shall be communicated using the Appendices “E”, “F”, and “G”, with modifications as determined by the issuing authority.

Records management: records pertaining to Removal based on Requests for Re-Evaluation are kept for 6 years (see LGS-1 #601) and may be kept longer based on a determination of operational or historic significance.

IV. Access to this Policy

To facilitate community understanding of the Library’s services, operations, and governance, this Policy and its Appendices shall be posted on the Library’s website, available in hard copy at the Library, and a copy shall be provided when a person or authority inquires or raises a concern related to Collection Management.

V. Review and Update of this Policy

This board-approved written policy for Collection Management shall be reviewed and updated by the Trustees at least once every five years (as required by 8 NYCRR 90.3 (b)(4), OR earlier if required by law, OR if a law, regulation, or policy impacting it changes.

Table of Appendices and Authorities

Appendices Appendix A: Library’s Selection Criteria

Appendix B: Library’s Cataloging Procedures

Appendix C: Library’s Routine Evaluation of Collection Materials Schedule & Procedures

Appendix D: Library’s Request for Re-Evaluation Form and Procedure

Appendix E: Template for Director Determination of Request for Re-Evaluation

Appendix F: Template for Board Resolution pertaining to Trustees’ Determination of Appeal of Request for Re-Evaluation

Appendix G: Template for Trustees’ Determination of Appeal of Request for Re-Evaluation
Related policies and documents Charter & Bylaws

Library Director Job Description

ALA Code of Ethics

NYLA Code of Ethics
Controlling laws and regulations New York Education Law Title I, Article 5, Part 2

8 NYCRR 90.1, 90.2, and 90.3

Download a PDF of the Collection Management Policy Appendices

Adopted by The Board of Trustees on October 20, 2022

Download a PDF of the Confidentiality of Records Policy

The Field Library Board of Trustees seeks to protect the privacy and confidentiality of all who use the Library in the pursuit of free speech, thought and association. Confidentiality extends to information sought or received, and materials consulted borrowed or acquired, and includes database search records, reference interviews, circulation records, interlibrary loan records, photocopy requests, title reserve requests, and other personally identifiable uses of library materials, facilities or services. We respect and support an individual’s fundamental right to open inquiry without scrutiny by others.

Right to Privacy

We are committed to protecting the personally identifiable information patrons give us. We will not collect or maintain personal information without consent. This information is used only to provide or improve library service.

  • Patrons have the right to access their own information on our website or in person. In both instances, proof of identity or a library card number is required.
  • We will not disclose patrons’ personal information to others except upon patrons’ request consent.

Confidentiality

New York State law* mandates the confidentiality of all records containing personally identifiable information relating to an individual’s use of the Library and its materials, facilities and services.

  • Confidentiality includes, but is not limited to, circulation of library books, periodicals and other materials, database searches, interlibrary loan transactions, reference requests and use of audio-visual materials.
  • We will not sell, lease or disclose confidential information to outside parties unless required to do so by law.
  • Library records containing personally identifiable information will not be made available to any agency of state, federal or local government unless a subpoena, warrant, court order or other investigatory document as may be authorized under the authority of, and pursuant to, federal, state or local law relating to civil, criminal, or administrative discover procedures or legislative investigatory power, is issued by a court of competent jurisdiction that shows good cause and is in proper form.
  • We authorize only the Library Director to receive or comply with requests from law enforcement officers. We will confer with legal counsel before determining the proper response.

Information We Collect

The types of personally identifiable information we collect are:

  • Name
  • Address
  • Telephone number
  • Email address
  • Library barcode card number
  • Date of birth
  • Materials currently checked out or requested
  • Overdue materials (until returned)
  • Unpaid fines (until paid)

How We Safeguard Information
In order to protect personal information:

  • We avoid keeping unnecessary records, and we purge and shred outdated records.
  • We remove correlation between personal information and materials borrowed once these items are returned.
  • We have security procedures that protect against loss, destruction and unauthorized access to your information.
  • We ensure that contract and license agreements with databases and searchable archives reflect our policies and legal obligations.
  • We remove from computers, on a daily basis, browser cookies, search history, cached files and other records of Internet inquiry use.
  • We do not collect personal information when patrons use public access computers in the Library.
  • We do not collect personal information when patrons visit our website from home.

Links to Other Sites

Our website contains links to other sites not maintained by the Library. However, we do
not endorse and are not responsible for the content of these sites.

  • We have no control over any information you may choose to provide these sites, and the privacy policy described herein does not apply to those third-party sites.
  • We encourage patrons to become familiar with these privacy practices and be mindful of their privacy when disclosing personal information.

Cookies

We use browser cookies to facilitate access to our catalog and databases.

  • These cookies do not collect, store or maintain personally identifiable information.
  • Patrons do not have to accept these cookies to visit or use our website and resources, and can choose to refuse cookies or delete cookies from their hard drives.
  • When accessing our catalog and databases from home, we require the barcode number from patrons’ library cards for authentication purposes.
  • Providers of licensed databases do not have access to records containing personal data. Any information collected is discarded as soon as patrons log off.

Children’s Privacy
The privacy and safety of children is very important to us. Personal information collected by the Library is not shared with any other agency or organization.

  • Due to the ease with which children can be induced to divulge personal information on the Internet, parents and/or guardians solely are responsible for supervising their children’s use of the Internet in the Library.
  • The Library assumes no responsibility for the care and supervision of children while they are online.

* New York CPLR 4509 – Library Records [Confidentiality]: Library records, which contain names or other personally identifiable details regarding the users of public, free association, school, college and university libraries and library systems of this state, including but not limited to the circulation of library materials, computer database searches, interlibrary loan transactions, reference queries, requests for photocopies of library materials, films or records, shall be confidential and shall not be disclosed except that such records may be disclosed to the extent necessary for the proper operation of such library and shall be disclosed upon request or
consent of the user pursuant to subpoena, court order or where otherwise required by statute.

Approved by The Field Library Board of Trustees January, 2013

Download a PDF of the Indemnification Policy

Any person made a part of any action, suit or proceeding, civil or criminal, by reason of the fact that he, his testator or intestate, is or was a trustee, officer or employee of The Field Library shall be indemnified by the library against the reasonable expenses, including attorney’s fees, actually and necessarily incurred by him in connection with the defense of such action, suit or proceeding, or in connection with any appeal therein, except in relation to matters as to which it shall be adjudged in such action, suit or proceeding that such trustee, officer or employee is liable for negligence or misconduct of his duties.

In the case of a criminal action, suit or proceeding, a conviction or judgment (whether based on a plea of guilty or nolo contendere or its equivalent, or after trial) shall not be deemed an adjudication that such trustee, officer or employee is liable for negligence or misconduct in the performance of his duties, if such trustee, officer or employee was acting in good faith in what he considered to be the best interests of the library and with no reasonable cause to believe that the action was illegal.

The Board of Trustees may authorize the library to purchase and maintain Officers’ and Directors’ liability insurance on behalf of any person serving as an officer and/or trustee, insuring such person against any liability asserted against him and incurred by him in his capacity or arising out of his status as an officer and/or director and/or employee and/or agent of the Library to the extent now or hereafter authorized by law.

The foregoing authority shall not be deemed exclusive of any other authority to grant indemnification which the library or its Board of Trustees now has or which to the library or its Board of Trustees may hereafter be granted.

This policy is determined by The Field Library Board of Trustees and is subject to periodic review and/or revision at the discretion of the Board.

Adopted by The Field Library Board of Trustees January, 2013

Download a PDF of the Internet Acceptable Use Policy

To fulfill its mission of providing public access to information of all types in a variety of formats, The Field Library provides public access to the Internet. The Internet is a global network comprised of information, multimedia resources and social networks representing a wide range of viewpoints and perspectives. The library provides access to Internet resources equally to all library patrons, and upholds and affirms the right of each individual to have access to constitutionally protected material in accordance with the American Library Association’s Library Bill of Rights and its interpretations.

Patron Use & Responsibilities

  • Patrons must comply with all applicable federal, state, and local laws including laws governing the transmission and dissemination of information while accessing the Internet, copyright law and with all library policies and procedures.
  • Library staff members are available to assist patrons of all ages to become information literate to access information efficiently and effectively; evaluate information critically and competently; and to use information accurately and creatively.
  • Patrons are expected to abide by the generally accepted rules of network etiquette and shall not use library equipment, the network or the Internet for antisocial activities. Such activities include but are not limited to: hate mail, harassment, profanity, obscenity, misrepresentation, and impersonation.

Parents and Children

  • It is both the right and responsibility of parents and/or legal guardians to guide their children’s use of library resources in accordance with individual family beliefs. In that regard, parents and legal guardians are solely responsible for supervising their child’s use of the library’s computers. Parents and guardians are reminded that the library is not responsible for the supervision of minor patrons and that such minor patrons may be able to access age-inappropriate or unlawful materials via the library’s computers.
  • Library administration reserves the right to establish rules governing Internet use and consequences for misuse that are consistent with this policy.
  • The library and the Westchester Library System maintain websites for use by patrons to help guide them to sources that are accurate, complete and current. However, not all information found on the Internet is accurate, complete, up-to-date, or otherwise acceptable to all individuals. The library is not responsible for the content of the Internet, changes in content of the sources to which the library homepages link, or for the content of sources accessed through secondary links.

Security and Privacy

  • The library will not release information on the use of specific Internet resources by members of the public except as required by law or as necessary for the proper operation of the library.
  • The library disclaims any liability or responsibility arising from access to, or use of, information obtained through electronic information systems.
  • The library is not responsible for the privacy practices or security of any websites
    accessed by patrons.
  • The library accepts no liability for any loss of privacy or data patrons may experience, or
    any damage or harm arising from such loss.
  • Patrons are prohibited from making any attempt to gain unauthorized access to restricted files or networks, or to damage or modify library-owned computer equipment or software; and will refrain from installing software on library-owned computers.
  • Patrons may download or save items on their own computer or peripheral storage device.

Public Internet Access with Library-Owned Equipment

  • Library administration reserves the right to set the number of Internet session(s) a patron may have per day with library-owned equipment.
  • Library administration reserves the right to set a time limit for patrons’ library Internet sessions with library-owned equipment.

Public Wireless Internet Access

  • The library provides access to the Internet via a wireless network (WiFi) for patrons to use with their own personal notebooks, laptops and other mobile devices.
  • WiFi access provided by the library is unsecured. Anti-virus, security, and privacy protection are the responsibility of the patron.
  • Patrons using library-provided WiFi must comply with this policy and any additional rules published in conjunction with this policy.
  • Patrons are responsible for having the proper hardware, software and network settings on their wireless device to connect to the library-provided WiFi. Library staff are not to make changes to personal devices’ network settings, software and/or hardware configuration, or to install any equipment, accessories or software onto patrons’ devices without the consent and understanding of the patron.
  • Printing is not available via the library’s WiFi service.
  • The library is not responsible for any theft, damage or misuse of patrons’ personal electronic equipment, laptops and/or other mobile devices while in use in the library.

Compliance

  • Failure to comply with this policy, or misuse of the library’s networks or computers, including patrons’ personal laptops and other mobile devices connected to The Field Library’s WiFi, may result in the loss of computer access privileges and potential loss of library privileges. Any person observed using a computer for illegal activities may be subject to legal recourse and permanent expulsion from the library premises.
  • Any attempts to gain unauthorized access to restricted files or networks, to damage or modify library owned computer equipment or software, or to intentionally download or save items to library-owned computers may result in the loss of computer access privileges, potential loss of library privileges, and if such activities are illegal, possible prosecution.

Adopted by The Field Library Board of Trustees January, 2013

Download a PDF of the Local History Collection Use Policy

Policy for use of the collection

  1. Sign the register with your name and address.
  2. Use an alcohol-based hand sanitizer before handling any materials. Disposable gloves may be used as an alternative and will be provided by the library.
  3. The Colin T. Naylor, Jr. Archives is a closed-stack library. Materials will be brought to you by Archives staff.
  4. Use only one subject folder, book, map, or other archival item at a time.
  5. Use care in turning pages to avoid tearing or other damage. Do not lean or press on archival materials.
  6. Materials must be placed flat on tables and not held in the hands or in the lap.
  7. Use pencil only to take notes.
  8. Copies will be made at the discretion of the librarian. Some materials may not be reproduced as determined by the fragility and size of the item. Copies will be made for $0.15 per page.
  9. Food and drinks are not allowed in the Archives.

Download a PDF of the Meeting Rooms Policy

The Field Library’s policy is to make meeting spaces available to local organizations which are headquartered within, or provide substantial services to, the residents of the City of Peekskill and/or Town of Cortlandt. Although the meeting rooms are primarily used for Library programs and Library co-sponsored programs, other groups wishing to meet for educational, cultural, recreational or civic purposes may apply. The meeting rooms are provided on an equitable basis regardless of beliefs or affiliations of individuals or groups. In so doing, the Library affirms its support of the American Library Association’s policy on meeting rooms.

Meetings of a commercial, illegal, or private nature are prohibited. Meetings of political organizations as defined by Election Law Section 1-104, Subdivision 3 and Education Law, Section 414(1)(e) and electioneering with the Library are prohibited. Further, the Library reserves the right to reject any application.

We wish to have members of our community use the space, but we must ask groups who do so abide by the following rules and regulations:

  • For profit organizations may not use the meeting rooms unless sponsored by the Library for Library programs.
  • Meetings must be open to the public.
  • The meeting areas must be left in the condition in which they were found.
  • Reservations may be made up to 3 months in advance to allow for Library programs to be scheduled.
  • Materials may not be taped to or otherwise affixed to the walls.
  • Adult Supervision (21 years or older) is required for any group of minors wishing to use the meeting space.
  • All meetings and programs shall be free and open to the public – no admission may be charged or donations requested at the door. Requiring charges for supplies, materials, handouts, study books, etc. is likewise prohibited.
  • Except for fundraising events sponsored by the Library, Friends of the Library or other organizations affiliated with the Library, the meeting room may not be used for fundraisers such as garage sales, bake sales, political campaigns, etc. It is permissible for authors and performers to sign and sell materials following a Library-sponsored performance or presentation.
  • No games of chance may be played.
  • The Library will not provide storage space and assumes no responsibility for equipment or personal articles belonging to applicants or their guests.
  • The Library assumes no responsibility for any loss, injury, or damage to persons or property on Library premises, which may be sustained as the result of a program being held in a Library meeting room.
  • Library personnel will not move or rearrange furniture, equipment or provide audiovisual equipment or operators.
  • In order to provide equitable access to the meeting rooms, limitations on frequency and duration of use may be imposed. A master calendar will be maintained for meeting room use.
  • The name of the Library may be used only as a designation of the location of the meeting or function.
  • Announcements, press releases, flyers, etc. relating to the meeting or function must accompany the reservation for the room and must acknowledge the sponsoring group’s contact information. The Library requires that all distributed materials contain a disclaimer making it clear that such materials are not sponsored by the Library and do not reflect the opinions of the Library.
  • The Director of The Field Library must be notified in advance if media coverage will be present.
  • The Library’s Code of Conduct Policy applies to applicants and participants using the Meeting Room.
  • Users must provide their own meeting supplies.

Reservations

  • A Meeting Room Use Application must be received at the Library location no later than 3 weeks before the event, unless preapproved by authorized personnel. Once received, a confirmation will be given, via email, phone, fax or mail within 1-2 business days.
  • An applicant may request a room only once per month and no more than 3 months in advance.
  • If cancellations or changes in the reservations become necessary, the Library needs to be notified as early as possible.
  • Meeting rooms are available for use only during the Library’s normal hours of operation and for security reasons, must be vacated 15 minutes prior to the Library’s closing time.

Food and Drink

  • There is no cooking of food in the Library and all proposed refreshments to be served must be approved by the Library Director.
  • All beverages carried in must be in a covered container to prevent spills.
  • No alcoholic beverages may be consumed on Library property.
  • No smoking or vaping is allowed on Library premises.
  • Applicants must provide their own drinks, covered containers, utensils, etc.
  • A deposit of $100 will be required, to be returned to the user upon inspection of the meeting room areas after use.

Maintenance/Housekeeping

  • Individuals or groups using the meeting rooms are responsible for furniture set-up, clean up and offsite trash removal after use.
  • Meetings need to be conducted in such a way as to not disturb Library patrons.
  • The applicant/user needs to inform participants of the locations of fire/emergency exits and must adhere to fire and safety regulations of the Library.
  • The applicant/user is responsible for participant accommodations (e.g. assistive listening devices, etc.) and compliance with the provisions of the Americans with Disabilities Act.
  • The applicant/user accepts financial liability for damage to Library facilities and/or loss of Library property.
  • Library personnel need to have access to meeting rooms at all times. The Library retains the right to monitor all meetings conducted on the premises to ensure compliance with its regulations.
  • Violations of any Library rules shall be grounds for denial of future use of meeting spaces.

Use of the Gallery Meeting Space

  • No more than 25 persons may be in the Gallery at any one time.
  • The Gallery is not available for private social functions such as birthday or anniversary parties, or for individual use.
  • All displayed artwork is the responsibility of the artist/organization and will be exhibited for a designated time period only.

Adopted by the Board of Trustees on October 20, 2022

Download a PDF of the Photography and Recordings Policy

Purpose

The purpose of this policy is to set guidelines that balance the privacy rights of The Field Library staff and patrons with the reasonable use of cameras for photography and recording on Library property. For the purposes of this policy, “recordings” includes video, audio, and live streaming. “Specialized equipment” refers to larger equipment that could impede foot traffic or create a similar disturbance to library operations, such as tripods or lighting. “Photography” includes still images.

Photography and Recordings by Library Patrons

While the Library is a public place, it is considered a “limited public forum” under federal law. Public libraries may reasonably restrict the exercise of free speech rights in their buildings, particularly when the conduct would disrupt or interfere with other visitors or staff or be inconsistent with the Library’s mission. Subject to the preceding paragraph, permission is not required to take photographs or recordings in the public areas of the library for personal, non-commercial use if non-specialized equipment is used. If specialized equipment is to be used, requests must be made to and approved by the Library Director at least 24 hours in advance of shooting. Photographs and recordings are not allowed in non-public areas (restrooms and staff only areas) unless consent is given by the Library Director. Permission to photograph or record any person under 18 years of age must be obtained from a parent/guardian on behalf of said
minor child. Library staff reserve the right to stop anyone from taking photographs or recordings if it compromises a patron or staff member’s right to privacy, results in disruption of normal library operation, is deemed to be harassing, intimidating, or threatening toward a patron or staff member, or if the activity blocks walkways, doors, or stairways. Taking photographs and recordings of the exterior building and grounds does not require permission but the activity may not impede the ingress or egress to or from the library building or property.

Photography and Recordings by Library Staff

The library frequently engages in photographing and recording programs and events for its own publicity and promotional purposes. Library staff will make every effort to notify members of the public when filming is taking place. Please notify a library staff member if you do not want to be photographed or recorded. The library will not publish photos of minors without the explicit permission of their guardian.

Photography and Recording by Program Partners

Area organizations that regularly partner with the library on free community events may use photos or recordings taken during these events in promotional material. If one of the library’s partner organizations intends to arrange for a video or audio recording of an event that is scheduled to take place within the library, this request should be made at least five business days in advance to the Library Director. Note that even when permission to record a program is
granted, the photographing and recording of minors who attend such programs is not permitted.

Liability and Enforcement

Members of the public who take photographs or recordings are solely liable for any injuries to persons or property that result from their activities on library property. They are responsible for obtaining necessary releases and permissions required by law and obtaining consent or other permission when taking photographs or recordings of copyrighted material. Library staff reserve the right to ask any individual or group who violates this policy to cease taking photographs or recordings on library property.

Approved by the Board of Trustees on January 19, 2023

Download a PDF of the Photography of Patrons Policy

The Field Library frequently uses photographs of patrons in its publications and electronic media to promote the value and use of library services and products. Taking photos of patrons is encouraged, and puts The Field Library at no legal liability.

Statement of Policy

Some general guidelines are followed to ensure positive patron relations:

  • No permission is needed to take photographs of crowds or audiences using the library or attending library programs.
  • If photographing one adult or a small group (3 or less), the librarian will first ask if they mind having their picture taken; no written consent in needed, however verbal consent is solicited as a good will gesture but is not legally required.
  • The adult will be made aware that the photo may be used for future library publications and purposes, electronic and in print.
  • If photographing one child or a small group (3 or less) under age 13, the librarian will first get parental consent prior to taking the photo; no written consent is needed, however verbal consent is solicited as a good will gesture but is not legally required.
  • The parent will be made aware that the photo may be used for future library publications and purposes, electronic and in print. In order to publish the child’s name in conjunction with the photo, verbal consent from the parent will be obtained and documented in a photography consent form provided by the librarian.

Approved by The Field Library Board of Trustees May, 2013

Download a PDF of the Record Retention Policy

Only public libraries that are local government entities or units of other local governments are required to use a New York State Archives’ schedule before legal disposition of records can take place. A “public library” as defined in Section 253.2 of the Education Law, means “a library … established for free public purposes by official action of a municipality or district or the legislature.” Association libraries, however, are “established and controlled … by a group of private individuals operating as an association” and are not created by governmental actions. While some association libraries may have “Public Library” in their title, they are nonetheless not units of any local government. Since association libraries are not government units, they do not need to adopt a New York State Archives’ schedule to dispose of valueless records. That being said, however, The Field Library believes that its business records are important assets: records include documents received, sent or created by employees in connection with library business, whether paper or electronic. The Field Library will maintain certain types of records, usually for a specified period of time.

Compliance

  • The Library Director is responsible for ensuring compliance with this policy and will coordinate education and training of employees; periodically update this policy; and ensure the proper storage of records/documents and their orderly destruction. Any questions about the retention of documents should be referred to the Director.
  • All employees must fully comply with any records retention or destruction policy. This policy applies to all Field Library records, copies, excerpts or summaries of such records, whether retained on site, off-site, in a computer or otherwise in employees’ business or personal files. This policy also applies without limitation to e-mail and all library-related documents created by employees regardless of whether created during active employment hours.

E-mail Policies

  • All electronic communications and stored information transmitted, received or contained on The Field Library’s information systems are the property of The Field Library. Employees using this equipment for personal purposes do so at their own risk.

Storage

  • Active records and records that need to be accessible may be stored in library offices or sent offsite to secure storage.

Approved by the The Field Library Board of Trustees January, 2013

Download a PDF of the Security Camera Policy

The Security Camera Policy of The Field Library is that footage taken from the cameras shall only be released to law enforcement upon law enforcement’s request.*

Purpose of Library Video Surveillance

The Library monitors and records activity on its premises to discourage and document illegal activity and violations of Library Policy. The use of video surveillance is intended to enhance patron and staff safety and protect property.

The Library Director authorizes the placement of cameras with the approval of the Library Trustees. Cameras are placed to view and record activity only in common areas where there is no expectation of privacy.

Viewing of Live Surveillance

Live feeds of select Library common areas will be viewable to library staff and, in some instances, may be viewable to the general public. No areas where there is a reasonable expectation to privacy, such as restrooms, will be under surveillance.

As monitoring of live camera feeds is not constant, the public and staff should always take precautions to secure their own safety and personal property.

Viewing of Video Recordings

Access to video recordings is kept secure. Personnel authorized by the Library Director may review recordings to:

  • Assure proper functioning of equipment
  • Identify perpetrators of criminal activity or violators of Library Policy
  • Monitor afterhours activity
  • Assist law enforcement in emergency situations (e.g., lost or missing person searches)

Disclosure of Video Recordings

Stills or video recordings revealing criminal activity or infractions of Library Policy may be shared with law enforcement upon the request of law enforcement. Additionally, the Library Director may release footage to law enforcement to investigate issues unrelated to the Library.

Recordings that include personally identifiable information will be protected as outlined in the Library’s Privacy Policy.

Retention of Recordings

Recordings will be retained until the allotted retention space has been filled or for twenty-one days, whichever comes first. Recordings that document illegal activity or infractions of Library Policy may be retained if needed for an ongoing investigation or litigation.

Approved by The Field Library Board of Trustees June 9, 2016

Download a PDF of the Sexual Harassment Prevention Policy

The Field Library (“Library”) is committed to maintaining a work environment free from unlawful sexual harassment, which is a form of employment discrimination. This Sexual Harassment Prevention Policy (“Policy”) is one component of the Library’s commitment to a discrimination-free work environment.

Summary of Policy

  1. This Policy applies to all Library employees, administrators, officers and trustees. It also applies to individuals who are not employees of the Library, such as employees of contractors, subcontractors, vendors and consultants, as well as Library volunteers, interns, temporary employees and other persons who provide services to the Library. All such individuals are prohibited from engaging in sexual harassment.
  2. Sexual harassment is strictly prohibited and will not be tolerated by the Library. Anyone who engages in sexual harassment in violation of this Policy will be subject to discipline or other corrective action as appropriate.
  3. No person covered by this Policy shall be subject to an adverse employment action because they make a good faith report of an incident of sexual harassment, or provide information or otherwise participate in an investigation of a sexual harassment complaint. Any person covered by this Policy who engages in prohibited retaliation will be subject to disciplinary or other corrective action.
  4. The Library will conduct a prompt, thorough and impartial investigation, consistent with this Policy, in response to any complaint about sexual harassment. The Library will also investigate other instances of potential sexual harassment that come to the Library’s attention. The Library will take appropriate disciplinary or other corrective action whenever prohibited sexual harassment is found to have occurred. All employees, administrators, officers, interns, temporary workers and individuals providing services to the Library are
    required to cooperate with any investigation of sexual harassment conducted by the Library.

What is “Sexual Harassment”?

Sexual harassment is a form of sex discrimination and is unlawful under federal, state, and local law. Sexual harassment includes harassment on the basis of sex, sexual orientation, self-identified or perceived sex, gender expression, gender identity, and the status of being transgender.

Sexual harassment includes unwelcome conduct that is of a sexual nature or directed at an individual because of that individual’s actual, self-identified or perceived sex, sexual orientation, gender expression, gender identity, or transgender status when:

  • Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating a hostile work environment, even if the complaining individual is not the intended target of the sexual harassment;
  • Such conduct is made either explicitly or implicitly a term or condition of employment;
  • Submission to or rejection of such conduct is used as the basis for employment decisions affecting an individual’s employment; or
  • Such conduct has the purpose or effect of treating an individual unequally or less well than others with regard to a term or condition of employment.

A sexually harassing hostile work environment can consist of unwanted sexual advances, threats, derogatory comments, signs, jokes, pranks, intimidation, physical contact, violence, or other conduct which is of a sexual nature, or which is directed at an individual because of that individual’s sex, where the conduct is more than what a reasonable person would consider a petty slight or trivial inconvenience and alters the terms of employment for the individual subject to the harassment. It makes no difference if the individual engaging in such conduct is “just joking” or “teasing” or “playful.”

Sexual harassment can also occur when a person in authority tries to trade job benefits for sexual favors. This can include hiring, promotion, continued employment or any other terms, conditions or privileges of employment. This is also called “quid pro quo” harassment.

Examples of Sexual Harassment

The following is a non-exhaustive list of some of the types of acts that may constitute sexual harassment:

  • Physical acts of a sexual nature, such as:
    • Touching, pinching, patting, kissing, hugging, grabbing, brushing against another employee’s body or poking another employee’s body;
    • Rape, sexual battery, molestation or attempts to commit these assaults.
  • Unwanted sexual advances or propositions.
  • Sexually-oriented gestures, noises, remarks, jokes, or comments about a person’s sexuality or sexual experience, including those which occur outside of the physical workplace or in a remote work setting.
  • Written conduct such as authoring threatening, derogatory or offensive letters, e-mails, text messages, or social media posts.
  • Sexual or discriminatory displays or publications anywhere in the workplace, such as:
    • Displaying pictures, videos, posters, calendars, graffiti, objects, promotional material, reading materials or other materials that are sexually demeaning or pornographic. This includes sexual displays on Library or personal computers, cell phones or tablets in the workplace or to anyone covered by this Policy.
  • Sex stereotyping occurs when conduct or personality traits are considered inappropriate simply because they may not conform to other people’s ideas or perceptions about how individuals of a particular sex should act or look.
  • Intentional misuse of an individual’s preferred pronouns.
  • Hostile actions taken against an individual because of that individual’s sex, sexual orientation, gender identity, or the status of being transgender.

Who Can Be a Target of Sexual Harassment?

Sexual harassment can occur between any individuals, regardless of their sex or gender. It is unlawful for males to sexually harass females or other males, and for females to sexually harass males or other females. Sexual harassment is prohibited regardless of whether the person engaging in the harassing conduct is a co-worker, intern, temporary
worker, subordinate, supervisor or manager, administrator or officer, anyone else providing services to the Library or anyone else with whom the Library does business (e.g., outside vendors, consultants, independent contractors).

Where Can Sexual Harassment Occur?

Prohibited sexual harassment is not limited to the physical workplace itself. It can occur while employees are working remotely or interacting through virtual means, traveling for business, at Library-sponsored events, or other occasions outside work (i.e., not in the workplace). Calls, texts, emails, and social media usage containing inappropriate messages, language, videos or graphics may also constitute sexual harassment or contribute to unlawful workplace harassment for anyone covered by this Policy, even if such things occur away from the workplace, on personal devices, or during non-work hours.

What is “Retaliation”?

Retaliation includes any conduct, whether or not in the workplace or employment-related, which might deter a reasonable person from making or supporting a charge of discrimination or harassment and is directed at someone who engages in protected activity. Protected activity includes opposing a discriminatory practice, making a good faith report of a suspected violation of this Policy, filing a harassment complaint, participating in an investigation or proceeding of such a report or complaint, or encouraging a fellow employee to make a report.

Retaliation against an individual who makes a good-faith complaint about sexual harassment or what they believe to be a violation of this Policy, or who participates in an investigation into alleged sexual harassment is strictly prohibited and will not be tolerated. Anyone who engages in retaliation prohibited by this Policy will be subject to disciplinary or other corrective action in accordance with applicable law and Library policy.

Reporting Sexual Harassment

Preventing sexual harassment is everyone’s responsibility. The Library cannot prevent or remedy sexual harassment unless it knows about it. Any employee or other person covered by this Policy who has been subjected to behavior that may constitute sexual harassment, or who witnesses or becomes aware of potential instances of sexual
harassment, is encouraged to do the following:

  • If possible, tell the harasser that their actions are not welcome and must stop.
  • Promptly report the harassing action(s), word(s) and/or incident(s) to the Human Resources Administrator.
  • If you feel uncomfortable speaking with the Human Resources Administrator, or if you feel a complaint you previously made has not been adequately addressed, report the harassing action(s), word(s) and/or incident(s) to the Library Director.

Reports of sexual harassment may be made verbally or in writing. A form for submitting a written complaint of sexual harassment is attached at the end of this Policy. Individuals are encouraged to use this complaint form, but using the form is not required. Regardless of whether being made verbally or in writing, a report of sexual harassment should be as detailed as possible and include the names of the individual(s) involved, any witness(es)
to the harassment, direct quotes and/or evidence (e.g., notes, e-mails, digital recordings, etc.) of the harassment. Individuals who report sexual harassment on behalf of another person should state clearly that the complaint is being made on another person’s behalf.

Supervisory Responsibilities

Any supervisor or manager who receives a complaint or information about suspected sexual harassment, or observes conduct that may be sexually harassing behavior is required to take appropriate steps to address the conduct and to report such suspected sexual harassment to the Human Resources Administrator, or if the Human Resources Administrator is unavailable or is the one engaging in the harassing conduct, to the Library Director.

In addition to being subject to discipline if they engaged in sexually harassing conduct or retaliation themselves, supervisors and managers will be subject to discipline for failing to report suspected sexual harassment or otherwise knowingly allowing sexual harassment to continue.

Bystander Intervention

Any employee witnessing harassment as a bystander is encouraged to report it. A supervisor or manager that is a bystander to harassment is required to report it. Generally, there are five standard methods of bystander intervention that can be used when anyone witnesses harassment or discrimination and wants to help, including:

  1. Interrupt the harassment by engaging with the individual being harassed and distracting them from the harassing behavior;
  2. If a bystander feels unsafe interrupting on their own, they can ask a third party to intervene or assist in interrupting the harassing behavior;
  3. Record or take notes of the potentially harassing behavior;
  4. Check-in with the person who has been harassed after the incident to see how they are feeling and let them know the behavior was not okay and that it should be reported; and
  5. If a bystander feels safe, confront the harassers and tell them their behavior is inappropriate. When confronting harassment, physically assaulting an individual is never an appropriate response.

Investigation of Sexual Harassment

The Library, either itself or through a delegated investigator, will conduct an investigation into all reports, complaints or other information about suspected sexual harassment, regardless of whether that information was reported in verbal or written form.

Investigations will be conducted in as timely and thorough a manner as possible commensurate with the nature of the complaint, and will be confidential to the extent possible. Upon receiving a complaint, the Library will conduct a review of the allegations and if appropriate put interim measures in place for the investigation. The individual bringing the complaint, and the victim if that person is not the complainant, will each be given an opportunity to present their version of events and any relevant evidence to the investigator. Anyone accused of sexual harassment will be appropriately informed of the allegations against them, and will be given an opportunity to present their version of events and any relevant evidence to the investigator. The investigation may also include reviewing documentation and other evidence, and interviewing other individuals identified as witnesses to the alleged harassment or who may otherwise have information relevant to the allegations being investigated. The Library may adapt and modify the investigatory procedure, in its discretion, based on the nature of the complaint and the conduct at issue.

All employees and other individuals covered under this Policy are required to cooperate with the Library’s investigation into suspected sexual harassment, and are required to provide truthful and complete answers to questions asked of them by the investigator. Everyone involved in the reporting and investigation of sexual harassment are obligated to keep the information pertaining to the investigation confidential to the maximum extent possible, to protect the privacy of those involved in the investigation and to allow the Library to conduct an objective and appropriate investigation.

If the Library’s investigation is conclusive and prohibited sexual harassment is found to have occurred, appropriate disciplinary or other corrective action will be taken in a timely manner and appropriate measures will be taken to deter any future harassment.

Once the investigation is complete and a determination has been made, the determination will be communicated to the individual who complained, the victim of the harassment (if the victim is not the individual who made the complaint), and the accused harasser. Follow-up interview(s) or other communication(s) with the individual who complained, the victim of the harassment (if the victim is not the individual who made the complaint) and/or
any individual who participated in the Library’s investigation into a complaint of unlawful harassment may be conducted where appropriate, to ensure that the sexual harassment has not resumed and that no retaliation has occurred.

Legal Protections and External Remedies

Sexual harassment is not only prohibited by the Library but is also prohibited by state, federal, and local law.

If the sexual harassment involves potential criminal conduct such as physical touching, coerced physical confinement or coerced sex acts, it may be appropriate to report such conduct to the local police department.

In addition to the procedures described in this Policy, individuals may choose to pursue legal remedies with the following governmental entities: the U.S. Equal Employment Opportunity Commission (“EEOC”), the New York State Division of Human Rights (“NYSDHR”), the Westchester County Commission on Human Rights, or in court within the time periods required by law

The EEOC enforces federal anti-discrimination laws, including Title VII of the 1964 Civil Rights Act (42 U.S.C. § 2000e et seq.). A discrimination complaint can be filed with the EEOC within 300 days from the conduct giving rise to the complaint. The EEOC investigates complaints, and may pursue a claim in federal court on behalf of the complaining party or issue a Right to Sue Letter that allows an individual to pursue their claims in federal court. Federal courts may award remedies if discrimination is found to have occurred, which may include reversing an unlawful employment action, and paying monetary damages and attorneys’ fees. The EEOC can be contacted by calling (800) 669-4000, (800)-669-6820 (TTY), or at its website www.eeoc.gov.

The NYSDHR enforces the New York State Human Rights Law (N.Y. Executive Law, art. 15, § 290 et seq.), which prohibits sexual harassment in employment in New York State and protects employees and other individuals working in an employer’s workplace. A sexual harassment complaint alleging a violation of the Human Rights Law may be filed either with the NYSDHR subject to a three-year statute of limitations, or in New York State Supreme Court subject to a three-year statute of limitations. If unlawful discrimination is found, the NYSDHR or the court may award relief, which may include requiring the employer to take action to stop the harassment, to redress the damage caused, including reversing an unlawful employment action, and paying monetary damages, and civil fines. The NYSDHR can be contacted at (888) 392-3644 or at its website www.dhr.ny.gov. The NYSDHR also maintains a confidential and toll-free sexual harassment hotline for individuals to receive advice regarding sexual harassment. The number for the hotline is 1-800-HARASS-3 (1-800-427-2773), and is available Monday through Friday, 9:00 a.m. to 5:00 p.m.

Many localities enforce laws protecting individuals from sexual harassment and discrimination. For example, the Westchester County Human Rights Law, which is enforced by the Westchester County Commission on Human Rights (https://humanrights.westchestergov.com), may provide protections to individuals who work within Westchester County and award relief if unlawful discrimination is found to have occurred.

Other Types of Harassment

The Library also prohibits discrimination or harassment on the basis of race, color or national origin; religion; age; creed; disability; marital, familial or caregiver status; citizenship; pregnancy; veteran or military status; genetic predisposition or carrier status; status as a victim of domestic violence, sex offenses or stalking; or any other non-sex
based category protected by federal, state, county or local law. For more information, see Other Forms of Harassment Policy (Non-Sexual Harassment), which is found elsewhere in the Employee Handbook.

Questions

If you have any questions about this Policy, please contact the Human Resources Administrator, or if you feel uncomfortable speaking to the Human Resources Administrator, please contact the Library Director.

Revisions Approved by The Field Library Board of Trustees June 15, 2023

Download a PDF of the Study and Meeting Room Policy

(Subject to change as necessary)

  1. Patrons must be 16+ years of age and have an unexpired card within the Westchester Library System.
  2. Preference will be given to Field Library cardholders in good standing.
  3. Patrons must sign in at the Adult Reference Desk in order to use the Study Room.
  4. There will be a 15 minute grace period. If you are over 15 minutes late and someone else is waiting to use the room, you will forfeit your time.
  5. Each session will be 1 hour long.
  6. Only two sessions can be booked consecutively. If the room is still available after the second session, you may book it again.
  7. Room can only be booked a week in advance.
  8. No more than 3 people are allowed to use the room at one time unless given prior permission by a staff member.
  9. Patrons must abide by the library’s established Code of Conduct.

Last updated on December 13, 2024

Download a PDF of the Unattended Children Policy

The Field Library welcomes children of all ages, and encourages them to make use of the resources that the library has to offer. The library staff strives to ensure that the library is operated in a safe manner. The objective reality, however, is that the library is open to the public and may present hazards for unattended children.

  • The responsibility for the care, safety and behavior of children in the library and on library property rests with the children’s parents, guardian or other responsible caregiver. The library and its staff are not responsible for the care, safety and behavior of children in the library or on library property or for any consequences resulting from the children being in the library or on library property.
  • Children under age ten must be accompanied and supervised continually by a parent, guardian or other responsible caregiver at least fourteen years of age who is able to attend to the children’s care and safety and ensure appropriate behavior. A parent, guardian or caregiver must remain with the child at all times unless the child is attending a program exclusively for children; during the program, the parent, guardian or caregiver must remain in the library.
  • If an unaccompanied child under the age of ten is found in the library, library staff will attempt to locate his/her parent, guardian or other responsible caregiver in the library. If the parent, guardian or caregiver cannot be found, the police may be contacted. Library staff will not provide transportation for children left unaccompanied in the library.
  • If an unaccompanied child aged ten is asked to leave the library due to violations of Library policies, rules, regulations or an unexpected library closing, library staff will attempt to locate his/her parent, guardian or caregiver. If the parent, guardian or caregiver cannot be found, the police may be contacted. Library staff will not provide transportation for children left unaccompanied in the library.
  • Children must follow the library’s rules and are expected to use the library in a manner that does not interfere with its purpose or other patrons’ use of the library. Children whose behavior is disruptive may be asked to leave and may have library privileges suspended.
  • The library staff will not provide food, transportation or money to children. They will not take responsibility for a child in the event of a medical emergency, however they will call the appropriate medical emergency help.
  • The library sometimes does not open as scheduled, or closes without advance notice due to weather or other emergencies. Parents or guardians may not receive notice of an unexpected closure. However, parents or guardians of unattended children must be aware that the library staff will not be responsible for unattended children.

Adopted by The Field Library Board of Trustees January, 2013