Exhibit VII. - Program Policy

Program Selection Policy

The purpose of this statement on program selection is to establish policies to guide staff and to inform the public about the principles upon which library programs are developed. A policy cannot replace the judgment of librarians, but stating objectives and criteria will assist them in choosing a wide selection of programming ideas. The goal in program selection is to provide informational, educational, cultural, and recreational events for the Saratoga Springs Public Library community.

Responsibility for Programming

Final responsibility for the selection and development of the programs lies with the Library Director who operates within the framework of policies determined by the Library’s Board of Trustees. The Director authorizes librarians and other qualified staff to apply this policy in implementing and creating programs. The Head of the Youth Services Department oversees the library’s children’s and young adult programs, the Head of Adult Services oversees the library’s adult programs and the Head of Access and Outreach oversees outreach programs to the community.

Not all events in meeting rooms are library sponsored programs.

The content of programs or meetings by outside organizations held in the meeting rooms, according to the Meeting Room Use Policy and Guidelines, have not been reviewed or approved by the Library, and organizations booking the rooms are solely responsible for such content.

Objectives

The library recognizes an immediate duty to make programs available for the enlightenment and recreation of the community. In addition, the library strives to offer programs that reflect the diversity of our community and the world, offering varying topics within the limitations of space, staffing, and budget.

Criteria of Selection

Selection of programs are based on these specific criteria:

• Community needs and interests.
• Support all types of literacy (ex. Early, Digital, Language).
• Recommendations of reviews from professional colleagues and organizations.
• Reputation and qualifications of the presenter, performer, author, etc.
• Literary, artistic, historical, scientific, or intellectual merit.
• Price and availability of library resources (space, staff, and technology).
• Suitability of subject and style to intended audience.
• The Library is committed to applying sustainability practices.
• Librarians may work with other agencies, organizations, institutions, or individuals to create programs that serve the community.
• Community members may suggest programs using our program proposal form located on our website.

The importance or weight of each of these factors will vary from one program to another; other programs may be considered, and may be judged differently for adults, teens, and children.

Access to Programs

Library sponsored events are always free and open to the public. The library may restrict program attendance to district residents as deemed necessary.

• Programs can be limited to specific age groups for the safety of the participants or for the intended purpose of the program.
• Program attendance can be limited based on room size, supplies, and appropriateness to the activity.
• Early literacy and programming for babies, toddlers and preschoolers are listed by age (i.e. 3-5 with a caregiver).
• School aged programming is by grade (i.e. grades K-6).
• Teen programming is grade 7 and up, but can be restricted within that range i.e. gr 9-12 if appropriate.
• Parents and legal guardians have the responsibility to monitor the use of the library by their children.
• The Library does not act in loco parentis and is not responsible for inadvertent viewing at the library.

Registration

• Registration should only be used when it is necessary to purchase materials, meet a performer maximum or for a specific need.
• Registration information will be collected and used only fro that program. Personal data will be routinely removed, leaving only necessary statistical information.
• In the event a program is cancelled, efforts will be made to let the public know and registered participants will be notified. Registrants are expected to cancel if unable to attend.

Acessibility and Accommodations

The Library is committed to meeting the accessibility needs of all programs attendees and will respond to requests for accommodation to the best of our ability.

Censorship, Intellectual Freedom and Challenges to Programs

The Board of Library Trustees of the Saratoga Springs Public Library includes as a part of its statement on materials selection and collection development the American Library Association’s “Library Bill of Rights,” and these other statements regarding intellectual freedom:

• Freedom to Read Statement
• Freedom to View Statement
• Free Access to Libraries for Minors

The library rejects any censorship of programs which meet the criteria of this statement. The Library will abide by the policies contained in its Censorship Statement. Objections to any program should be made in writing and will be evaluated according to the Library’s Guidelines and Procedure for Reconsideration of Library Programs.

Revision of Policy

This policy will be revised as times and circumstances require.

Guidelines and Procedures for Reconsideration of Library Programs

The Library will re-evaluate the selection of a program upon submission of a properly completed Request for Reconsideration of Library Programs form. These forms are available at the Information Desk. Forms will be accepted from registered cardholders who are residents of the Library’s legal service area.

Forms must be completed in their entirety, including the date, and the cardholder’s name, address, phone number or email, library card number, signature, and rationale for reconsideration and requested action.
The Director, in consultation with the appropriate Department Head and library workers, will make a decision regarding the program’s disposition. The Director’s determination may be appealed to the Library Board of Trustees, whose decision is final and binding. The program will remain on the calendar during the reconsideration process.

Future requests for reevaluating the same program will be addressed only if the grounds for reconsideration are substantially different from previous requests.

A good faith effort will be made to follow the procedures below. Those requesting reconsideration should be aware of time constraints from when the form is completed and when the program is scheduled.

Procedures

1. Completed forms should be delivered, as appropriate, to the Head of Adult Services, Head of Youth Services, or Head of Access and Outreach with a copy to the Director and Assistant Director.
2. Within two weeks there will be an initial assessment of the request and a written response using the contact information provided in the form.
3. If the cardholder is not satisfied with the Department Head’s assessment, they may appeal in writing to the Director within two weeks. In such cases, the Director will convene a committee of appropriate professional librarians to review the request.
4. The committee will consider the program’s critical reception, demand by the public, and judge the overall merit of the program based on the breadth of programs that the library provides throughout the year, rather than as a standalone program. The committee will prepare a report for the Director of its recommendation regarding the program.
5. Informed by the committee’s recommendation, the Director will make a decision on the disposition of the program in question, and will inform the cardholder in writing within thirty days.
6. If the cardholder is not satisfied with the Director’s decision, they may appeal in writing to the Library Board of Trustees within two weeks.
7. The Board will respond in writing, generally by the conclusion of the second regularly scheduled meeting follow receipt of the appeal. The Board’s decision is final and binding.

We suggest you read the Saratoga Springs Public Library Program Selection Policy before completing this form. Copies are available at the Information Desk and the Children’s Room desk.