Library Policies

Click here to read our Collection Development policy.

Click here to read our Internet and Computer Use Policy.

The Crawfordsville District Public Library Board of Trustees welcomes the use of its meeting rooms by responsible organizations. Rooms are provided to accomplish the mission of the Library, which is to provide collections, services, and programs that encourage the love of reading and learning in our community. The Board reserves the right to review and/or deny any request for use of meeting rooms.

Click here to read our full Meeting Room Rules and Regulations.

A notary public is a public officer of the state, authorized by law to certify documents, take affidavits, and administer oaths. Notarization is important as an attestation that the signature or signatures on a document have been witnessed and the parties have been identified by an impartial public official.

Crawfordsville District Public Library offers notary public services, in accordance with Indiana Code 33-42-2-5, for the benefit of the residents of our communities. The following guidelines will be followed in providing this service:

• Notary service is provided free of charge by the Crawfordsville District Public Library. In lieu of fees, donations to the Library are welcomed.
• This service is subject to the availability of the notary public(s) on staff, and is provided on a first-come, first-served basis.
• This service will be performed only in the library or museum buildings, unless arrangements are made with a homebound patron of the library.
• Documents in any language other than English will not be notarized.
• People seeking notary service must present valid photo identification, such as a driver’s license, passport, or current employee ID.
• Documents to be notarized must be signed in person in the presence of the notary who will certify the signature.
• In accordance with Indiana notarial law, notaries will not provide service if the customer, a document, or circumstances raise any concern of authenticity, ambiguity, doubt, or uncertainty. In that event, the notary may, at the notary’s discretion, decline to provide notary service.
• The notary public is not an attorney, and the notary may not give legal advice or accept fees for legal services.
• A notary commission is held personally by the notary public. The notary shall correctly maintain a journal of all notarial acts that the notary performs. The stamp, journal, and commission belong to the notary and must be safeguarded in order to prevent forgeries or other misuse.
• Any library employee who wishes to serve as a notary public and provide notarial services as a service at the library, shall be eligible for reimbursement of the registration and processing fees, as well as payment of the notary’s surety bond.
• If the library pays for a notary’s bond, even if the employee leaves the employ of the library, the library cannot convert the stamp and journal, nor can the library cancel the bond.

Adopted: 3/12/2020

Click here to view a PDF of this policy for easier printing.

Introduction

The Crawfordsville District Public Library is committed to protecting the privacy and confidentiality of customer records. The library will not sell, share or trade our library patrons’ names, personally identifiable information, or library account information with any other entity except those working under contract on behalf of the library or as required by law. Nor will we send mailings to our customers on behalf of other organizations not directly affiliated with the Crawfordsville District Public Library.

What Information We Collect

The library strives to collect the least amount of personally identifiable information from patrons. We keep your information as long as required by Indiana State Law. The library does not engage in practices that might place personally identifiable information on public view without consent of the patron.

To obtain a library card, we collect the following information on paper or through a website form and record it in an electronic database: full name, address, phone number, work address, work phone number, birth date, gender, PIN, e-mail address, and driver’s license number (if applicable). For minors, parent name, parent address, and school district information also will be recorded.

A PIN (Personal Identification Number), in conjunction with the library card number indicated on your card, is required to view your account information from one of the library’s OPACs (Online Public Access Catalogs) or from any computer with Internet access when you use the CDPL catalog. We do not write your PIN on your card; it is your responsibility to remember and protect your PIN. Your PIN may be changed by staff upon request and is confidential. If you lose your library card, please notify us as soon as possible.

Along with information required to register for a library card, it is standard library practice to collect the following information:

• Library barcode number or guest pass number used to log on to public computers
• Records of items currently checked-out, items requested, interlibrary loans, fees owed, payments made, date of last activity
• Sign-up information for library programs or research service.
• Email address and/or cell phone number to receive library notices (almost overdue, overdue, holds) by email or text with patron consent
• Reading history of items borrowed with patron consent. This list includes only items checked out from the library and not from our third-party vendors who provide eBooks, audiobooks, etc.

The library uses Google Analytics to collect data about the use of our website to make improvements to the website and track trends. Data collected includes:

• Browser type
• Device type
• Engagement information (sessions, session duration, page views)
• Geography (internet service provider location, language)
• Network service provider
• Operating system
• Referrals (web address customer coming from)

Any personally identifiable information given to the library in email messages, web forms, in-person or telephone reference, or other communications is used only for the purpose for which it was originally collected.

Confidentiality of Library Records

In accordance with Indiana Code IC 5-14-3-4 and American Library Association policies on library records, all records relating to library patrons and their use of library materials and services are strictly confidential. Minors are accorded the same confidentiality rights as adults under Indiana law.

Library staff may access personally identifiable information stored in the library management system only for the purpose of performing assigned library duties. Library staff members are not authorized to disclose such records to any third party except where required by law or to fulfill your service request.

The Library cannot guarantee that reference and informational transactions by telephone or at a public service desk are secure and confidential as they might be overheard by other individuals. 

CDPL does not make any information about you or your use of library services or materials available to anyone or any group except in these situations:

Subpoena, Search Warrant, Court Order

Library records and information are not made available to any agency of the state, federal or local government without a subpoena, warrant, court order or other legal document requiring the library staff member to do so. All staff have been trained to refer any law enforcement requests to library administrators.

Emergencies

Emergencies involving public health/safety may require an immediate decision. In such cases, the Director or other designated staff member will be contacted. Legal counsel will be consulted when necessary.

Minor Information for Parents/Guardians

Minors are accorded the same confidentiality rights as adults under Indiana law with the exception that a library is required to provide information about a minor child to her/his parent, guardian or custodian.

USA PATRIOT Act

The library records, including borrowed materials and public computer usage, of a patron may be requested by federal agents under the USA PATRIOT Act. The law states that, in certain circumstances, library staff cannot inform the person about whom the information is requested, cannot speak to co-workers, the media or other government officials about the inquiry. Such requests may only be reported to the appropriate higher authority within the library.

Collection Agency 

If a patron does not abide by the borrowing agreement to return library materials, personal information will be shared with the library’s collection agency in order to recover library property or replacement fees, interest, and any other applicable charges.

Technology and Confidentiality

Crawfordsville District Public Library offers to patrons and other library users the use of public access computers, a wireless network, and a website containing resources from various third-party vendors. We make every attempt to protect our system and servers from unauthorized access, but the Library may be vulnerable to temporary breaches of security.

Internet Session Data

To use an Internet-accessible public use computer at the Crawfordsville District Public Library, patrons must be at least 10 years old. 

Patrons who use one of our Internet terminals agree to abide by the library’s Internet Use Policy when beginning a web session in order to proceed.

Patrons log into an Internet computer with their library barcodes/passwords or a guest pass barcode/password. The history of the logon is retained, but no attempt is made to match a barcode with a patron unless the library staff suspects misuse of a card or computer (e.g., patron using stolen card, patron using borrowed card, patron vandalizing computer, etc.). 

History files for Internet browsing sessions are not saved. The recently-visited URL list available in the web browser is deleted after the session ends and the browser is closed. 

It is the patron’s responsibility to log out of any website or e-mail server when finished. 

Wireless Access 

Patrons may use the library’s public wireless network after accepting the Terms of Use on the initial screen. The history of the use is retained, but no attempt is made to match a patron with a session unless the library staff suspects misuse of the privileges stated in the library’s Terms of Use. 

Data accessed and sent over the wireless network is not encrypted. 

Library Website

When patrons visit the CDPL website, the Library collects and stores only information necessary to measure the number of visitors to different areas of the site to assist in making the site more useful to you. Website data is separate from individual library account data. The Library cannot look up patron library records to determine what websites were visited.

Forms and Email

If a patron initiates a reference inquiry or subscribes to the Library’s newsletter on the CDPL website, this information is considered as part of the borrower account and protected as outlined above.

External Links

The CDPL website contains links to external websites and databases. The Library is not responsible for the privacy practices, security, or content of these external sites. We recommend that you familiarize yourself with the privacy and security information for any site you visit. The inclusion of these links does not reflect their importance, nor is intended to endorse any views expressed or products or services offered by these other websites.

If a library user discloses personally identifiable information or personally sensitive data through other web sites, chat rooms, online communities, or other public online forums, this information may be collected and used by others.

The Library’s commitment to protecting the privacy of the young is important to the Library Board and staff (patrons must be at least 10 years to use an Internet computer). Parents and guardians are urged to supervise their children’s use of the Internet, especially when a child wishes to give out personal information online.

Online suggestions and other general email to the library which do not apply to borrowing or intellectual pursuits may be considered public records as per the Indiana Access to Public Records Act, IC 5-4-3.

Use of Cookies

Two types of “cookies” are commonly in use on the Web: persistent cookies and non-persistent cookies. 

A persistent cookie is information that a website puts on a computer’s hard drive so that it can remember something about the user later (provided that the user is on the same computer). The main purpose of a persistent cookie is to identify users and possibly prepare customized web pages. Persistent cookies are programmed to expire after a certain time. When a cookie expires, the computer discards it from memory and it is no longer saved. The Crawfordsville District Public Library does not use persistent cookies on its website.

A non-persistent cookie (a “session” cookie) is information that a website puts in a computer’s temporary memory that keeps track of a user’s activity on that site. Non-persistent cookies are temporary and are discarded once a user’s session is completed. The Crawfordsville District Public Library does not use non-persistent cookies on its website, but it does use them in the online catalog. When library patrons log into their accounts in the library catalog, these cookies simply hold the account information while the patron uses the online catalog; the cookies are discarded once the session is over.

Public-access Internet computers within the Crawfordsville District Public Library are not set up to decline cookies because many websites require the acceptance of both persistent and non-persistent cookies for the user to fully experience the interactive features of the site. Because the use of cookies on public-access Internet computers is outside the control of the Crawfordsville District Public Library, personally-identifiable information associated with these cookies may be used by others.

Third-Party Partners 

The Library uses reputable third-party partners to provide online services to its patrons, such as the online catalog, the meeting room scheduler, digital-content vendors (eBooks, audiobooks, music, video, magazines), newsletters, genealogy databases, and reference databases.

The information you submit to these vendors is not under the Library’s control. Such vendors often ask for a library barcode number in order to authenticate the user as the Library’s patron in order to use the vendor’s services. 

Third-party services may gather and disclose your information, including: 

∙ Personally identifiable information you provide (e.g., when you register for the site, feedback you offer, etc.); 

Other information that could be used to identify you, such as your IP address, search history, location, and device ID; and 

Non-personally identifiable information, such as your ad views, analytics, browser information (type and language), cookie data, date/time of your request, demographic data, hardware/software type, interaction data, serving domains, page views and the web page visited immediately prior to visiting the site.

If patrons leave the Library’s website to visit one of its partners’ websites, they are encouraged to learn about the privacy policies of the websites they visit.

Adopted: 12/11/2003; Revised: 2/11/2021

Click here to view a PDF of this policy for easier printing. 

Purpose

The purpose of this policy is to establish guidelines for the placement and use of video security cameras, as well as the access and retrieval of recorded video images at Crawfordsville District Public Library (CDPL). 

CDPL strives to maintain a safe and secure environment for its staff and its users. In pursuit of this objective, security cameras are in use at library locations on an as-needed basis. The benefits derived from the use of video surveillance will be balanced with protecting the privacy rights of individuals. 

Camera Location

Cameras may be placed in both indoor and outdoor areas. Cameras are positioned to monitor public areas of the Library and Museum, including service areas, stairwells, entrances, parking areas, and areas prone to theft, vandalism, or other activities that may violate Library policy or criminal law. Camera locations will not be changed without permission from the Library Director or designee.

Privacy and Confidentiality

Cameras shall not be placed in areas where there is a reasonable expectation of privacy, such as restrooms, private offices, staff break rooms, nor meeting and study rooms. Cameras will not be positioned to identify a person’s reading, viewing, or listening activities in the Library. Cameras will not be installed for the purpose of monitoring staff performance or for routine staff performance evaluations. No audible communication shall be monitored or recorded by the security cameras. 

Public Notice

Signs are posted at library premises where security cameras are in operation. This policy is posted on the library’s website.

Monitoring

Cameras are not monitored continuously by library staff; therefore, individuals should take appropriate precautions for their safety and for the security of personal property. Occasional live viewing of data may occur to alert staff to customers in an unstaffed public area of the Library or in cases of suspected criminal activity.

Use of Recordings and Images

Video recordings and images may be used to identify the person or persons responsible for library policy violations, security issues, criminal activity, insurance claims or activity considered disruptive to normal library operations. Images may be shared with library staff and law enforcement to identify person(s) suspended from library property. Video recordings and still images may be used to assist law enforcement agencies in accordance with applicable state and federal laws. 

Occasional spot-checking of images and recordings will occur to assure proper operation of security equipment.

Data Storage

Cameras will record activities in real time and images will be saved to the hard drive of the video camera server. Current software deletes images automatically. Retention of video recordings or images adheres to the Local and County General Retention Schedules. Selected video may be kept longer. In situations involving person(s) banned and barred from library premises, stored images may be shared with all staff and/or posted in restricted staff areas for identification purposes only. Shared images may remain posted in restricted staff areas for the duration of a person’s ban or barred period. 

Authority to Access Recorded Data

Access to real time or recorded imagery is authorized to designated staff, upon report of suspicious behavior, including policy violations, criminal activity, destruction or theft of library property or assets, injury or damage claims, insurance claims or other activity that may be disruptive to library operations. The Library Director may designate staff to have remote access to live feeds on desktop monitors. The frequency of viewing will be limited to the minimum needed to assure the system is working or to ascertain if footage is available relative to a specific incident. The Director or the Director’s appointee will maintain a written log of such access.

Access by the Public

Under IC 5-14-3-4(b)(16)(A) security camera footage is considered confidential and non-disclosable, except to the library director and his/her authorized designees and law enforcement officials. Members of the general public requesting to inspect security camera footage will be advised to file a police complaint and/or obtain the proper legal documentation to initiate a request. Video recordings or images shall not be used or disclosed other than as specifically authorized by this policy. 

Access by Law Enforcement

All requests for viewing of real time or recorded imagery by law enforcement officials must be referred to the Library Director who will not release it, unless there is a subpoena, court order or the release is otherwise required by law. If the Library Director is unavailable, such requests shall be presented to the administrative or supervisory staff designated by the Library Director to hold such authority. 

In the event of a search warrant, which is executable immediately, Library Administration will comply with the search warrant and consult with legal counsel. Upon receipt of a subpoena or other court order, Library Administration shall consult with legal counsel to determine if the document is in proper form and that good cause for its issuance in a court of proper jurisdiction is demonstrated. If not, Library Administration shall require any defect be remedied before releasing records which contain patron information. 

There is no guarantee that the requested video footage or images will exist. 

Unauthorized Access and/or Disclosure

A breach of this policy may result in disciplinary action up to and including dismissal. Any library employee who becomes aware of any unauthorized disclosure of a video recording and/or a potential privacy breach has a responsibility to immediately inform the Library Director of the breach.

Adopted: 12/10/2020

Click here to view a PDF of this policy for easier printing. 

The Crawfordsville District Public Library charges fees for various services and replacement of lost or damaged items. Some fees are derived from calculations set by state or federal law, average costs for items in that category, or the actual cost of the item.

Service Fees

Standard Material Replacement Cost

This is a revision and expansion of the Standard Material Replacement Cost policy, which was last approved by Crawfordsville District Public Library Board on November 10, 2011.

Revised and approved: May 13, 2021; September 23, 2021

Click here to view the PDF of this policy for easier printing. 

There are organizations within the library’s district which provide short-term housing for qualified individuals. Individuals who currently reside in one of these housing options may be issued a Short-term Resident card, which expires 6 months after date of issue. 

• Individuals must present current photo identification. 
• Proof of residency may be established in one of three ways:
  • By postcard. A postcard will be sent to the residence and the prospective patron must present it to obtain the library card.
  • By letter from the business/residence. A dated letter on official letterhead stating the name (or names, if a family) of the person(s) residing there and the address of the business/residence may be presented to the library. The letter must include the signature and title of an official staff member of the residence. 
  • If neither of the first two options is possible due to rules established by the residence, the Circulation Manager, Assistant Director, or Library Director may be able to work out an alternative solution with the residence staff.
• Due to the short-term nature of the residence, only 3 items may be checked out at one time on a Short-term Resident Card. 

DULY ADOPTED by the Board of Trustees of the Crawfordsville District Public Library at its regular meeting held on the 15th day of October, 2020, at which meeting a quorum was present.

Click here to view a PDF of this policy for easier printing.

Purpose

Crawfordsville District Public Library (CDPL) and the Carnegie Museum of Montgomery County use social media to increase awareness of the resources and services of the library and museum. This policy governs the use of social media, including social networks, websites, and other library-established accounts, by library and museum employees, board members, volunteers, patrons, and community members. 

The terms “CDPL” and “library” in the context of this policy refer to both the Crawfordsville District Public Library and the Carnegie Museum of Montgomery County.

Definition of social media

Social media is defined as any online website or account created and maintained by the library for the purpose of online sharing of library-related information.

Disclaimer

Comments on social media do not reflect opinions or positions of the Crawfordsville District Public Library or its employees. Information not supplied by the library should be critically examined for quality and accuracy. 

Privacy and confidentiality

Library staff members protect patron privacy at all times and treat patron information with strict confidentiality. However, privacy is not guaranteed for online interactions. Social media posts are permanent, retrievable, and are accessible to the public, and those who post should do so with these facts in mind.

Usage rules for staff

The library’s social media accounts are operated and monitored by library staff members. 

Posts should address library-related content or more general information about reading and learning. Social media content should be written from the point of view of the “We” which represents the library as a whole and not an individual staff member. Personal views should not be expressed while posting on the library’s behalf.

Acceptable behavior

The library welcomes conversation relating to the library’s services, programs, and collections and recognizes and respects differences of opinion. All participants in library social media should be respectful of others and, likewise, should be treated with respect.

The Crawfordsville District Public Library is not responsible or liable for any content posted by any participant who is not a library employee. Though profiles may contain links to other websites, the posting of those links does not constitute an endorsement by the library. 

The following will be removed from any Crawfordsville District Public Library social media forum:

• Obscenity, profanity, vulgarity, nudity, defamation (libel or slander), or hate speech
• Personal attacks, insults, or threats
• Personal information, such as phone numbers or addresses of private individuals, or requests for personal information
• Information which is confidential by law or regulation
• Falsification of identity
• Plagiarism or other infringement on copyright
• All links
• Information unrelated to the purpose of the forum
• Comments whose main purpose(s) is to sell a product or service, campaign politically, or repeatedly spam the comments section 
• Requests for money or property

The library’s monitoring capabilities are not 24/7, so not every comment or content that violates or is inconsistent with this policy may be seen and/or deleted right away

The Library reserves the right to ban or block users who have repeatedly posted in violation of this policy.

All participants will be expected to abide by any terms and conditions set by the third-party social media platforms, as well as applicable Federal and State laws. 

The Library reserves the right to reproduce comments, posts and messages in other public venues; such reproduction may be edited for space or content while retaining the original intent of the post.

Questions or complaints

Questions or complaints should be sent to the Library Director at dir@cdpl.lib.in.us. 

Adopted as Social Networking Media Implementation, Use, and Management Plan 4/12/2018; Revised 8/12/2021

Click here to view a PDF of this policy for easier printing.

Crawfordsville District Public Library has an obligation to protect the safety of library users and to ensure that all users can freely access and quietly enjoy the library’s services. Free and unimpeded access to the library building is a necessary precondition for meeting this obligation. 

Active solicitation within the library building and the areas of egress to the library and the library parking lot is not permitted unless it is a library function or an activity related to fund raising for the library and under the general supervision of the library staff. Active solicitation refers to any person-to-person communication for the purposes of obtaining contributions and donations; selling merchandise, coupons, or tickets; collecting signatures; distributing educational or promotional materials; recruiting members or clients; and financial solicitations/transactions. 

Community-based, non-profit organizations that have been permitted to actively solicit on behalf of their organization within the past five years at the library may retain that privilege. 

The passive solicitation and collection of donations by community-based, non-profit organizations is permitted. Examples of passive solicitation are printed materials set out for people to take, flyers posted on the community bulletin board, or bins placed in approved areas to collect items. Use of these resources is subject to the approval of the library director. The library assumes no responsibility for contents collected or donated. The library does not permit any exchange of monies or funds for this purpose. 

Political candidates with nomination papers may solicit signatures outside of the library building as long as it is done in a reasonable and unobtrusive manner. 

Surveying of groups or individuals may only be done in conjunction with output measures or other similar surveys designed to quantify library use or satisfaction with library services. Surveying by community-based, non-profit organizations may be permitted with approval of the library director. 

Nothing in this policy shall be construed as preventing the sale of publications, artwork, or recordings by writers, artists or performers who have been engaged by the library for a presentation, performance, or other program. 

The library director shall make the final determination as to whether a solicitation is active or passive, and if the activity is permitted under this policy.

Click here to view a PDF of this policy for easier printing.

Purpose

The Crawfordsville District Public Library (CDPL) encourages volunteers from the public to become involved with supplemental tasks and special projects at the library. Volunteers at the library are able to gain skills and positively contribute to a shared space in our community, furthering both individual and community goals. Volunteers enhance the work of the CDPL staff by assisting the library to fulfill its mission to encourage the love of reading and learning in our community.

As a department of the library, the Carnegie Museum also encourages volunteers to assist in its mission to promote public awareness and appreciation of the history, heritage, and culture of Montgomery County.

A CDPL volunteer is defined as an individual who assists with work done at the library or museum without promise, expectation, or receipt of compensation for services rendered.

Recruitment Qualifications and Placement

CDPL encourages volunteers who are committed, motivated, and enthusiastic to assist in advancing library services in the community. Volunteers are selected based on a number of criteria, including availability, interests, and qualifications. Volunteers will be placed into open volunteer positions, and the availability of positions will vary. There is no guarantee that particular tasks, or any tasks, will be available for all volunteers, or at any particular time.

Volunteers are selected without regard to race, color, religion, national origin, veteran status, sex, age, disability, (except where the disability prevents the individual from being able to perform the essential functions of the position and cannot be reasonably accommodated in full compliance with the law), sexual orientation, gender identity, genetic information, or other legally-protected status.

Volunteers under the age of 18 must have parental approval. Volunteers younger than 15 years old may work only in the Youth Services department.

Each volunteer will have an initial introductory period to ensure they are a good fit for the work that needs to be done.

Program Leadership

The Library’s Volunteer Program is headed by the Assistant Director, who will work closely with the Library Director and library staff to identify areas of need and match volunteers with the appropriate section of the library. The administration of the library is responsible for the review and revision of policies and procedures and may identify and recommend higher priority projects. Department Heads will be responsible for the selection and supervision of volunteers in their departments. The Department Heads also will determine mutually agreed-upon scheduling and provide necessary volunteer training, including review of the volunteer policy and other important policies and procedures, sign-in and sign-out requirements, a building tour, personal and facility-wide safety instruction, and task instruction. Until an official Friends of the Library organization is created, the library book sale volunteers will be overseen by the library director, the Assistant Director, or their delegate.

Interviews

Potential volunteers must fill out an application and interviews will be scheduled if the qualifications and interests of the applicant match an open volunteer position. Interviews will include a discussion of expectations, job duties, and policies of CDPL.

Short-term youth volunteers will not go through the full interview and orientation process.

Expectations of Volunteers

CDPL volunteers must meet the following requirements:

• Adult volunteers must read and sign all requested documents (Volunteer application, Background check authorization, Internal Controls training certification for volunteers that handle money, Conflict of Interest statement, Ethics Statement, Child Abuse Prevention Policy);
• Be free of convictions for violent, theft-related, or sex-related offenses within the last 10 years;
• Commit to the needed schedule determined by CDPL management (the library may specify a minimum time commitment required in order to cover the cost of background checks);
• Adhere to CDPL policies and practices;
• Be reliable in availability; and
• Delivery drivers must be at least 18 years old.

Volunteers will not be permitted to have access to confidential patron information in the Integrated Library System (ILS). This includes:

• Performing projects or activities that could reveal confidential patron or staff information
• Accessing confidential patron information directly in the ILS

Criminal History Check

All volunteers 18 years of age and older who are selected for a position must undergo a Criminal History Check, which initially will be paid for by the volunteer. The library will reimburse the volunteer after 10 hours of volunteer time have been completed.

Any arrests or convictions that occur after the history check must be reported immediately to the Assistant Director. Any false or misleading information provided to the library or any material omissions made by a volunteer will be grounds for immediate termination of the volunteer position.

Individuals with specific subject area expertise who are recruited by CDPL to present onetime programming in a group setting or online will be exempt from this requirement, or if required, will have background check costs covered by CDPL.

Motor Vehicle Record Check

Any person whose volunteer position requires the use of a motor vehicle must undergo a Motor Vehicle Record Check in addition to a Criminal History Check. A valid driver’s license, proof of insurance, and acceptable driving record is required for all volunteers who will drive on library business. Subsequent loss or suspension of the volunteer’s driver’s license privileges must be reported immediately to the Assistant Director. An unacceptable driving record or absence of a valid driver’s license may result in denial or termination of volunteer driver status in appropriate circumstances.

Recordkeeping

A number of documents regarding each volunteer are filed and maintained by the library according to Indiana record retention laws. The documents must be kept in the volunteer file for 75 years following their last day of service. The documents include, but are not limited to, the Volunteer Application, Background Check Authorization, Internal Controls training certification, Conflict of Interest statement, and Ethics Statement.

The Community Service and Volunteer Hours Log must be completed for every shift worked by the library volunteer.

Safety/Workers’ Compensation

It is the responsibility of CDPL to provide a safe working environment. Volunteers must observe all applicable safety procedures.

Volunteers must be properly rostered in order to be covered by Workers’ Compensation insurance benefits, and any coverage applies only during the time volunteers are on assignment for CDPL.

Duty to Report

Anyone, whether employee, volunteer, or member of the public, who suspects child abuse or neglect should report it immediately to the Indiana Child Protective Services at 1-800-800-5556 or law enforcement (911). Suspected incidents relating to CDPL employees or volunteers will be investigated in a thorough and timely manner; in addition to contacting the authorities, the library director or their designee must also be notified immediately. The library will cooperate fully with any law enforcement inquiries.

Completion of Assignment or Removal of Assignment

Volunteers are expected to conduct themselves as if employed by the Library, following all guidelines and procedures, including dress code, and they must adhere to the CDPL Behavior Rules/Code of Visitor Conduct.

Volunteers may be removed from an assignment or their volunteer service may be terminated when:

• The agreed-upon timeframe has been reached or the project is complete;
• The volunteer and work are not well-matched;
• The volunteer is not satisfied with the needed work, and no other work is available;
• Library policies are not consistently followed by the volunteer;
• Volunteer behavior creates unprofessional or hazardous environment, disrupts library workflow, or creates liabilities for the library;
• Illegal drug or alcohol use adversely affects the volunteer’s performance; or
• The volunteer misses more than 2 shifts without prior arrangement.

Recognition

It is the goal of the Crawfordsville District Public Library to thank our volunteers with an annual volunteer recognition event or other recognition effort.

Problem-Solving Procedure

Crawfordsville District Public Library is concerned with any situation affecting the volunteer relationship. It is the policy of CDPL to investigate all complaints in a thorough and timely manner. The Library is committed to correcting any condition or situation that may cause unfairness or misunderstanding. It is inevitable that problems and misunderstandings may occur. Therefore, the Library has provided an orderly manner for a volunteer to voice an opinion or discuss a problem with library management without prejudice or fear of retaliation.

1. If a volunteer has a problem or complaint, the volunteer should discuss it with the manager of the department he or she volunteers in as soon as possible.
2. If the problem still is not satisfactorily resolved or the problem is with the department manager, the volunteer then has the right to discuss it with the Assistant Director.
3. In the event the problem still has not been satisfactorily resolved, the volunteer has the right to discuss it with the Library Director for a final resolution. The Assistant Director will assist the volunteer (if requested) in the presentation of the problem to the Library Director.

Not all complaints can be resolved to everyone’s satisfaction. However, in each case, the reason for the decision will be clearly explained to the volunteer. Also, the Assistant Director and Library Director are available, at any time, to discuss and/or provide assistance on any complaint, problem, or concern that a volunteer may have.

Adopted: 11/12/2020; Revised 10/12/2024

Click here to view a PDF of this policy for easier printing.