A. OLA Positions on Children’s and Teens’ Rights
B. Loan Limits and Loan Periods, Fines and Charges
C. Expense Reimbursement
D. Program Room and Outdoor Space Applications
E. Photo Release Form
F. Interlibrary Loan Code
G. CLA Position Statement on Intellectual Freedom
H. CLA Statement on Internet Access


Back to Table of Contents

Appendix A

OLA Position on Children’s Rights

OLA Position on Children’s Rights in the Public Library (Adopted at the Ontario Library Association Annual General Meeting, November 1998)

Children in Public Libraries have the right to:

  1. Intellectual freedom
  2. Equal access to the full range of services and materials available to other users.
  3. A full range of materials, services and programs specifically designed and developed to meet their needs.
  4. Adequate funding for collections and services related to population, use and local community needs.
  5. A library environment that complements their physical and developmental stages.
  6. Trained and knowledgeable staff specializing in children’s services.
  7. Welcoming, respectful, supportive service from birth through the transition to adult user.
  8. An advocate who will speak on their behalf to the library administration, library board, municipal council and community to make people aware of the goals of children’s services.
  9. Library policies written to include the needs of the child.

OLA Position on Teens’ Rights

Goals for Library Services for Teens:

Young people are valuable members of our library community who deserve the same respect, dignity and human rights as all library members. This document provides a framework for developing library services to teens that meet the educational, informational, and cultural and leisure needs of young people in ways that are developmentally appropriate. Each public library has a different community to serve and therefore different priorities and needs. Although specific services for teens have not been well established in all libraries, these goals are created in the belief that young adulthood is a unique life stage and that young adults are entitled to the same quality of library services offered to other age groups in the population. (Adapted from the IFLA Guidelines for Library Services for Young Adults, 2006 and the YALSA Guidelines for Library Services to Teens, Ages 12-18, 2006.) The goal of library services for teens is to assist with the transition from children’s services to adult services and to provide access to both resources and an environment that meets the needs of young people for intellectual, emotional and social development. Specifically these needs are based on the unique seven developmental needs of adolescents and the five core values of quality service to teens:

7 Developmental Needs of Teens 5 Core Values of Service to Teens
  • Physical activity
  • Competence and achievement
  • Self definition
  • Creative expression
  • Positive social interaction with peers and adults
  • Structure and clear limits
  • Meaningful participation
  •  Respecting and responding to unique YA needs
  • Providing equal access
  • Empowering Youth through participation
  • Engaging Teens in active collaboration
  • Supporting healthy youth development

Feb 2014

Teens in Ontario Public Libraries have the right to:

  1. Intellectual freedom
    The library establishes clear policy statements concerning the right to free access by young adults to library resources and information sources; and respect for the rights of young adults to select materials appropriate to their needs without censorship. The library’s teen collection, policies and services should be consistent with the concepts of intellectual freedom defined by the CLA, OLA and Ontario Human Rights code.
  2. Equal access to the full range of materials, services, and programs specifically designed and developed to meet their unique needs.The Library integrates library service to teens into the overall plan, budget and service program for the library. Library service to teens is integrated with those offered to other user groups.
  3. Adequate funding for collections and services related to population, use and local community needs.
    The Library incorporates funding for materials and services for teens in the library operating budget and ensures there is equitable distribution of resources to support programs and services for young adults.
  4. Collections that specifically meet the needs of teens
    The Library provides a wide spectrum of current materials of interest to young adults to encourage lifelong learning, literacy, reading motivation, and reader development. The library endeavors to develop collections that encourage leisure reading, support homework and school success and responds to gender and cultural diversity. The library provides unfettered access to technology including social networking, licensed databases, and other online library resources for teens.
  5. A library environment that complements their physical and developmental stages.
    The Library provides identifiable spaces for teens that are separate from children’s spaces where possible, reflects their lifestyle and allows for teens to use this library space for leisure or study, either independently or in groups.
  6. Welcoming, respectful, supportive service at every service point.
    The Library promotes friendly, positive, non-biased customer interactions with teens, providing staff development and training and ensures that services for teens embrace cultural and gender diversity and economic differences. Library staff will endeavor to respect the teen’s need for privacy and nonjudgmental service and assist young adults in acquiring the skills to effectively access all library resources and become information literate.
  7. Library Programs and Services appropriate for Teens
    The Library fosters youth development by providing programs for teens that contribute to literacy, life- long learning and healthy youth development. The library endeavors to provide volunteer opportunities for helping others through community service hours including participating on Library Advisory Boards, and other projects that help develop a sense of responsibility and community involvement. The library’s teen services initiatives are effectively managed according to best practices in the field of Youth Services.
  8. Trained and knowledgeable staff specializing in teen services.
    Library staff is knowledgeable about adolescent development and age appropriate resources for young adults inclusive of those with special needs. The library provides services by teen specialists as well as by others who are trained to serve teens).
  9. An advocate who will speak on their behalf to the library administration, library board, municipal council and community to make people aware of the goals of teen services.The Library works in partnership with other community agencies and organizations to
    support all aspects of healthy, successful youth development.
  10. Library policies are written to include the needs of the youth.

Adopted at the Ontario Library Association Annual General Meeting June 2010.


Appendix B

Fines effective June 23, 2016
Loan Limits and Loan Periods, Fines and Charges

Borrowing Privileges
Maximum 25 items per patron

Items Borrowed Loan Period Renewals Fine
(per item)
Maximum Fine (per item)
Quick Reads (new books) 2 weeks 0 $0.30 / day $10
Adult Hardcover books 3 weeks 2 $0.30 / day $10
Adult paperbacks 3 weeks 2 $0.30 / day $5
Music CDs 3 weeks 2 $0.30 / day $5
Adult magazines (limit 10)
Child & YA magazines (limit 10)
1 weeks
1 weeks
$0.30 / day
$0.10 / day
DVDs (Limit 10) 1 week 1 $0.50 / day $5
Children &
Young Adult
books, and audiobooks
3 weeks 2 $0.10 / day $2
Interlibrary Loans Varies 0 $0.50 / day No maximum
E-Readers 3 weeks 0 $0.50 / day $10
Equipment 3 weeks 0 $0.30 / day $10
ILL book – for non-pick up $1
Barcode missing $3
RFID tag damaged/missing $3
Lost bags/cases/jacket $3
Lost Library Card $0

Limit of 10 DVDs and 10 magazines per card.

BC OneCard – limit 10 (print items only)/ Temporary Card:  Limit 10 (print items only)

Borrowing privileges suspended when an account reaches $10.00



Appendix C

Expense Reimbursement Form

Reimbursement Request Form

DATE:   _________________________________________________________________

NAME: _________________________________________________________________


My Box:       ______

The Box of:   ______

My Home Address:   _______________________________________________________




PURPOSE OF PURCHASE: ________________________________________________


SIGNATURE: ____________________________________________________________



Appendix D

Community Program Room Application

Community Program Room Application process:

  1. Community Program Room bookings are made through the administrative assistant at or 250-537-4666 local 224.
  2. Community Program Room events will be booked when the proposal/application is received and the rental fee is paid. A $30 non-refundable (or half of rental value – whichever is less) deposit is required for Program Room bookings if not paying in full. The deposit is deducted from the balance due.  The balance is payable two weeks prior to the event.  For bookings made less than two weeks in advance, the full payment is due before the booking is recorded, with no possibility of refunds.
  3. The user assumes responsibility for all personal injury as well as for all damage to Library facilities resulting from use of the Library for its activity.
  4. Fees for rentals are as per the attached schedule. **Please note the refundable Cleaning Deposit and charge for Audio Visual Use fee.
  5. The user is responsible for reasonable clean-up of the room after the event, particularly if food is served. Additional cleaning charges may apply if the room is not tidied or if excess spillage occurs.
  6. For cancellation of bookings made more than two weeks in advance, rental fees may be returned less a non-refundable $30 deposit up to two weeks prior to the event. If a booking is cancelled less than two weeks prior to the event the entire rental fee is non-refundable. For bookings made less than two weeks before the event, the entire rental fee is due on booking and cancellations are non-refundable.
  7. Bookings are confirmed in the Community Program Room booking calendar only when the proposal/application form is received and payment is made, applying also to co-sponsored events. The exception is for fully internal library programs (such as book club) which do not need a form. If the proposal/application form and rental fee payment (or deposit) are not received when booking, the event is not recorded in the Program Room book and the Program Room is available to other renters on a first come first serve basis.
  8. For Library Co-sponsored events, a proposal/application form must be received before the booking is written in the Program Room book. . If applicable, an Audio Visual Use fee and Cleaning Deposit will be charged to co-sponsored groups.

Room Rental Fee Schedule:  (subject to change)

Community Program Room

  • $30/hour (includes use of tables, chairs, podium, etc.)
  • $125 Daily rate (8 hr maximum)
  • $200 Weekend rate (Saturday and Sunday all day)
  • $20 fee for Audio Visual Use fee (includes training)
  • $10 Replacement fee for lost access card or key
  • $25 Cleaning Deposit – Standard (when required)
  • Up to $150 Cleaning Deposit for a fully catered event (when required)

Library Use – Outside Policy and Application

That the Library outside area may be used for an event or program with the permission of the Chief Librarian. All activities, programs and meetings conducted in the space are subject to the general rules and regulations of SSIPL. Further, all users agree not to contravene the Criminal Code of Canada and all other applicable laws and statutes during the course of the event. The user agrees to assume responsibility for all personal injury as well as for all damage to Library facilities and equipment resulting from the use of the space.
Restrictions to use:
  • Failure to conform to the regulations established for the event or program will result in a group or organization being denied use of the space.
  • The Library reserves the right to refuse an application or cancel use of the space if in the opinion of the Library such use represents a violation of Library policy.
  • The outside space may not be suitable for events that generate undue noise during Library open hours.
  • The Library reserves the right to limit attendance.
  • The user takes responsibility to ensure the space is cleaned after the event.
  • The Library must not be mentioned as a sponsor for an event or as endorsing an event unless previously approved by the Chief Librarian. Advertising of the event must not imply endorsement by the Library of the content of the program or event; however, in some cases the Library may request sponsorship on all publicity items.
  • No liquor may be served at the event and the smoking bylaws must be enforced.



Appendix E

Photo Release Form

Library logo - outline 02.2014 with new url





Photo Release Form

I authorize Salt Spring Island Public Library to use the images(s) of myself and/or my child for public view which may be included in library-related publications, websites, or promotions. I acknowledge the library’s right to crop or treat the photograph(s) or video footage at its discretion. I agree I will not be compensated financially for its use.

Name of person(s) to be photographed:                                                                                             

   *Please note that if published, the Library will only use the first name of the child

Phone Number:                                                                         

Email Address:                                                                         

Signature of person, parent or caregiver:                                                                                                


Library Staff Member Name:                                                                                                                  

A copy will be provided by request


Appendix F

Interlibrary Loan Code


Public Library Services Branch
Ministry of Community, Aboriginal and Women’s Services 2003

Cataloguing In Publication Data


Responsibilities of Borrowing Libraries
Responsibilities of Lending Libraries
Responsibilities of the Public Library Services Branch
Types of Materials Not Available Through Interlibrary Loan
Appendix: Typical Reference Works


Interlibrary loan is defined as a transaction in which library material, or a copy of library material, is made available from one library to another upon request.

The Interlibrary Loan Code for British Columbia Public Libraries exists to:

  • provide a policy statement on interlibrary loan service;
  • establish administrative guidelines and performance expectations for borrowing and lending



  1. Interlibrary loan is a basic library service available to all library
  2. Libraries are expected to make users aware of the availability of materials from other libraries, and publish a statement of its borrowing policies.
  3. Library boards’ policy on borrowing should specify the number of items that may be requested at one


  1. To be full participants in an interlibrary loan network, a library must make its collection available to other
  2. The decision to lend material is always at the discretion of the lending
  3. Libraries’policy statements on interlibrary lending should stipulate the following:
    1. materials which are not available for loan;
    2. loan period for interlibrary loans;
    3. renewal period and policy;
    4. whether or not items currently in use may be reserved for interlibrary loan requests;
    5. charges for lost or damaged items;
    6. situations where special shipping arrangements or insurance may be

Responsibilities of Borrowing Libraries

  1. Before placing an interlibrary loan request, the borrowing library considers other means of meeting the user’s The library may purchase the requested item, suggest the use of substitute material already held, or refer the user to another agency.
  2. Some materials are not available for interlibrary loan (see Types of Materials Not Available Through Interlibrary Loan).
  3. Borrowing libraries must exhaust their own resources before resorting to interlibrary
  4. Libraries must verify the bibliographic details of interlibrary loan Each request should include the following bibliographic information:
    1. author;
    2. title;
    3. publisher;
    4. date of publication and edition;
    5. ISBN (International Standard Book Number) or ISSN (International Standard Serial Number);
    6. call number, if found in OutLook
  5. Requests for items available in OutLook OnLine must be submitted using OutLook OnLine’s interlibrary loan
  6. Requests for items from libraries using interlibrary loan management software other than OutLook OnLine must conform to current standards and adhere to applicable ISO (International Standards Office) compliance as established by the
  7. Requests must state the maximum amount the library or patron is willing to pay to obtain the item.
  8. The borrowing library is responsible for packaging the material appropriately to ensure its return in good
  9. If damage or loss occurs, the borrowing library must meet all costs of repair or replacement.
  10. The borrowing library must comply with the conditions established by the lending library:
    1. Borrowed materials must be returned on time directly to the lending library. Renewals should be kept to a minimum.
    2. Material on loan is subject to recall by the lending library at any
    3. Copying by the borrowing library is permitted, unless specifically forbidden by the lending library, provided that it is in accordance with the Copyright Act and no damage to the original material will
    4. When pre-authorized, the lending library may send items by courier, or require insurance on the items being The borrowing library will accept these charges and return items in the same manner.
  11. The borrowing library must ensure that staff are familiar with interlibrary loan policies and

Responsibilities of Lending Libraries

  1. The lending library is required to provide its bibliographic records to OutLook OnLine on annual basis and, if possible, on a transaction basis.
  2. The lending library is responsible for registering with Canada Post as an authorized “Library Mail” users.
  3. The lending library responds to requests within 3 (three) working days of
  4. When making a loan, the lending library:
    1. clearly states applicable conditions of loan, including pre-authorization from the borrowing library for any special shipping/insurance charges associated with loan of the item(s);
    2. encloses a copy of the request with the shipped item(s);
    3. encloses a pre-printed mailing label with the shipped item(s), indicating that return postage has been prepaid (see Library Mail above);
    4. packages the item(s) securely.
  5. The lending library provides statistics to the Public Library Services Branch in the format.
  6. The lending library must ensure that staff are familiar with interlibrary loan policies and

Responsibilities of the Public Library Services Branch

  1. The Public Library Services Branch defrays the OutLook Online licensing costs of software and data processing costs for public
  2. The Public Library Services Branch defrays the maintenance of the union database, OutLook OnLine including the cost of individual public library licenses.
  3. When an item is not found in the OutLook OnLine catalogue, the Public Library Service Branch searches for other
  4. The Public Library Services Branch provides training in interlibrary loan network systems and procedures for the staff of public
  5. The Public Library Services Branch collects statistical data on interlibrary lending activities and network performance.
  6. The Public Library Services Branch investigates new developments in interlibrary loan systems and implements new technologies when
  7. The Public Library Services Branch updates the Interlibrary Loan Code for British Columbia Public Libraries and other manuals and resources, as

Types of Materials Not Available Through Interlibrary Loan

  1. Libraries may lend any item from their collections but the following types of material are not usually available through interlibrary loan:
    1. Reference works: Reference books that are non-circulating are not likely to be available through interlibrary However, photocopies of specified small portions of reference books, as permissible under the Copyright Act, may be requested. (See Appendix A for examples of typical reference works).
    2. Genealogical materials: Although genealogical source materials are not generally available through interlibrary loan, microfilm copies may be Requests should indicate specifically if microfilm is acceptable.
    3. Periodicals and serials: Complete issues and bound volumes of periodicals are generally not Photocopies of articles or specified portions of periodical materials are usually provided for the cost of photocopying.
    4. Best-sellers or high-demand titles: Titles in this category should be considered for purchase by the requesting
    5. Recently published books: Because of high local demand, books published within the last twelve months are not normally
    6. Mass-market paperbacks and in-print material priced under $15: Libraries are encouraged to buy mass-market paperbacks and materials priced at under $15 for their
    7. Audiovisual materials [phonograph records, audio and video tapes, compact disks], computer software and games: Except for talking books, audiovisual materials are not usually available on interlibrary Some libraries will allow materials in these formats to be borrowed under certain circumstances and with special shipping/insurance arrangements.
    8. Multi-volume sets: Books published in sets of more than three volumes may not be available through interlibrary loan, or may be available only a few volumes at a Requests for photocopies of the table of contents, the index, specific pages, or particular information from a multi-volume set can be submitted, provided that the request for this material is specific.
    9. Theses and dissertations: Dissertations listed in Dissertation Abstracts are not normally available through interlibrary These should be requested from the issuing university or from University Microfilms International.
    10. Prescribed texts for school, college, or university courses
    11. Rare books
    12. Ephemeral materials

Appendix: Typical Reference Works

The following is a list of items, which are typically considered reference works and are not normally available for interlibrary loan. Libraries may request that specific small portions of a reference text be photocopied.

  • Almanacs
  • Atlases
  • Bibliographies
  • Dictionaries
  • Directories
  • Encyclopedias
  • Government publications
  • Manuals (e.g., repair manuals, computer program manuals, equipment manuals, )
  • Manuscripts
  • Maps
  • Price guides for collecting and memorabilia
  • Yearbooks

NOTE: Periodicals and newspapers, while not considered reference works, are often non- circulating and not usually available through interlibrary loan.

Site last updated on September 17, 2010


Appendix G

Canadian Library Association / Association canadienne des bibliothèques Position Statement on Intellectual Freedom

Approved by Executive Council ~ June 27, 1974 Amended November 17,1983, November 18,1985 and September 17, 2015.

The Canadian Federation of Library Associations recognizes and values the Canadian Charter of Rights and Freedoms as the guarantor of the fundamental freedoms in Canada of conscience and religion; of thought, belief, opinion, and expression; of peaceful assembly; and of association.

The Canadian Federation of Library Associations supports and promotes the universal principles of intellectual freedom as defined in the Universal Declaration of Human Rights, which include the interlocking freedoms to hold opinions and to seek, receive and impart information and ideas through any media and regardless of frontiers.

In accordance with these principles, the Canadian Federation of Library Associations affirms that all persons in Canada have a fundamental right, subject only to the Constitution and the law, to have access to the full range of knowledge, imagination, ideas, and opinion, and to express their thoughts publicly. Only the courts may abridge free expression rights in Canada.

The Canadian Federation of Library Associations affirms further that libraries have a core responsibility to support, defend and promote the universal principles of intellectual freedom and privacy.

The Canadian Federation of Library Associations holds that libraries are a key institution in Canada for rendering expressive content accessible and affordable to all. Libraries are essential gateways for all persons living in Canada to advance themselves through literacy, lifelong learning, social engagement, and cultural enrichment.

Libraries have a core responsibility to safeguard and facilitate access to constitutionally protected expressions of knowledge, imagination, ideas, and opinion, including those which some individuals and groups consider unconventional, unpopular or unacceptable. To this end, in accordance with their mandates and professional values and standards, libraries provide, defend and promote equitable access to the widest possible variety of expressive content and resist calls for censorship and the adoption of systems that deny or restrict access to resources.

Libraries have a core responsibility to safeguard and foster free expression and the right to safe and welcoming places and conditions. To this end, libraries make available their public spaces and services to individuals and groups without discrimination.

Libraries have a core responsibility to safeguard and defend privacy in the individual’s pursuit of expressive content. To this end, libraries protect the identities and activities of library users except when required by the courts to cede them.

Furthermore, in accordance with established library policies, procedures and due process, libraries resist efforts to limit the exercise of these responsibilities while recognizing the right of criticism by individuals and groups.

Library employees, volunteers and employers as well as library governing entities have a core responsibility to uphold the principles of intellectual freedom in the performance of their respective library roles.


Appendix H

Canadian Library Association / Association canadienne des bibliothèques Statement on Internet Access

Approved by Executive Council ~ November 8, 1997; Revised February 2000 and February 24, 2015

Canadians visit public libraries every day to use public computers to access the internet, to connect to WiFi with their mobile devices, and to obtain assistance from library staff. They come to access government services, to reach out to their friends and families via email and social media, to research health information, to explore new opportunities and to learn. Canadians find support from library staff with their information and technology needs, whether they’re learning to use a computer or access email for the first time, finding out how to protect themselves online when using social media, or researching an area of personal interest.

While Statistics Canada found in 2012 that 83% of Canadians had internet access from computers at home or could afford mobile devices with data plans, nearly 1 in 5 depended on free public access at libraries, retail and community locations to connect. Access is tied to income, and just 58% of Canadians in the lowest income quartile had access to the internet at home in 2012. (1)  Affordability continues to improve however, many continue to depend on free public access to help them bridge the digital divide.

A number of media reports on Canada’s Bill C-51, the Anti-Terrorism Act 2015, have incorrectly reported that Canadian public library computers protect people participating in criminal activity. The Federation wholeheartedly refutes this notion.

Public libraries use software to ensure that private health, banking, and personal information of Canadians using library computers will not be compromised when the next individual logs on. Such software also ensures that each individual’s passwords and browsing history remain private. The choice to access the internet in a public facility does not lessen the importance of protecting personal information while online. The Federation maintains that the privacy and freedom of law-abiding citizens should not be compromised. As Canadians discuss Bill C-51, the Anti-Terrorism Act, The Federation remains committed to promoting public libraries’ role in providing free and safe access to the Internet. Public libraries’ internet use policies consistently reinforce that illegal activities are not permitted on library computers and library staff across the country continue to cooperate with law enforcement as required.

The Federation encourages anyone with questions about managing internet use in libraries to contact their local public library for more information.

  1. Statistics Canada. Table 358-0167 – Canadian Internet use survey, household access to the Internet at home, by household income quartile, Canada and provinces, occasional (percent), CANSIM (database). (accessed: 2015-02-16)