Athenaeum Policies

Our library aims to maintain the standards of the profession as set out in the American Library Association’s Bill of Rights and Ethics Codes. We encourage patrons to read these policies to learn more about what is expected of public librarians. The ALA provides additional resources and links related to these documents at the links provided above. The text of each may be read in their entirety here:

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.

ALA Code of Ethics

Ethical dilemmas occur when values are in conflict. The American Library Association Code of Ethics states the values to which we are committed, and embodies the ethical responsibilities of the profession in this changing information environment.

We significantly influence or control the selection, organization, preservation, and dissemination of information. In a political system grounded in an informed citizenry, we are members of a profession explicitly committed to intellectual freedom and the freedom of access to information. We have a special obligation to ensure the free flow of information and ideas to present and future generations.

The principles of this Code are expressed in broad statements to guide ethical decision making. These statements provide a framework; they cannot and do not dictate conduct to cover particular situations.

1. 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.
2. We uphold the principles of intellectual freedom and resist all efforts to censor library resources.
3. We protect each library user’s right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted.
4. We respect intellectual property rights and advocate balance between the interests of information users and rights holders.
5. We treat co-workers and other colleagues with respect, fairness, and good faith, and advocate conditions of employment that safeguard the rights and welfare of all employees of our institutions.
6. We do not advance private interests at the expense of library users, colleagues, or our employing institutions.
7. 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.
8. We strive for excellence in the profession by maintaining and enhancing our own knowledge and skills, by encouraging the professional development of co-workers, and by fostering the aspirations of potential members of the profession.
9. We affirm the inherent dignity and rights of every person. We work to recognize and dismantle systemic and individual biases; to confront inequity and oppression; to enhance diversity and inclusion; and to advance racial and social justice in our libraries, communities, profession, and associations through awareness, advocacy, education, collaboration, services, and allocation of resources and spaces.

Adopted at the 1939 Midwinter Meeting by the ALA Council; amended June 30, 1981; June 28, 1995; January 22, 2008; and June 29, 2021.

The Westfield Athenaeum welcomes the use of its special collection materials. In order to facilitate use of our holdings, the following policies have been formulated to ensure the preservation of the collection for all users.

• Patron requests must be made in advance, by mail, email, or phone, being as specific as possible as to the nature of the material needed, recognizing a week or more may be necessary to gather the requested materials.
• Researchers must complete Registration Form to access materials.
• Please do not bring bags to the research area; bags brought to the area will be searched.
• Children under 16 years of age must be accompanied by an adult.
• All materials must be used in the Reference Room under staff supervision.
• All materials are to be handled with sensitivity. Do not lean on the spine of books or on the materials themselves. Marking, tracing, tearing, smudging, erasing, or writing on items is strictly prohibited. Post-its are not permitted. Gloves may be required.
• Only pencils and laptops that have been removed from their cases may be used for note taking.
• Care must be taken to preserve the original order and arrangement of archival and manuscript material. Should any item be missing, damaged, or out of order, please inform the librarian.
• Food and beverages are not allowed in the Archives or while using archival material in the Reference Room.
• Materials are not allowed out of the Reference area and are not available for Interlibrary Loan.
• Access to collections may depend upon the condition of the material, legal restrictions, considerations of confidentiality and privacy, and donor requirements. See the specific collection for permissions or restrictions.
• Unprocessed collections generally are not available to the public.
• These items are stored in closed stacks with retrieval by Reference staff only. Patrons are limited to one box of materials at a time in the reference area.

Library Cards

In order to check out items, you must present your library card. If you do not have your C/W MARS card with you, a valid form of ID may be used to temporarily access your card.

Massachusetts Residents

There is no charge for Massachusetts residents to sign up for a library card. Replacement cards are $2.00.

Library cards may be obtained by presenting a photo ID that lists your current address. Valid forms of identification include, but are not limited to: a MA drivers license, MA State ID, school or college ID or a travel visa. If your current address does not appear on your ID, you must present a piece of mail with your current local address in addition to a photo ID when obtaining an initial library card.

Out-of-State Residents

Out-of-State cards are issued free of charge to teachers and school administrators in the Massachusetts school system and to people who own property in Massachusetts.

The out-of-state fee for others will be $25 per year beginning with new registrations.

(Revised 12/91)

Loan periods

• Museum Passes – 1 day
• Videos, DVDs, Video Games and periodicals – 1 week
• Quickreads Books – 1 week, no renewal
• New Adult Fiction Books – 2 weeks
• Most other items – 3 weeks

Renew

• Most materials are automatically renewed ONCE.
• The renewal period is for the same amount of time as the original loan.
• To find out when your materials are due, log into your online account or call Circulation at 413-568-7833.

Fines

The Westfield Athenaeum is a fine free library. Items from another library may accrue fines.  Replacement costs will still accrue for lost or damaged items.

Item Limits

• Most borrowers may have up to 50 items at a time, including up to 20 DVDs.
• Short-term residents and patrons with temporary cards may have a maximum of 2 items checked out at any time.

Book Drop

• Book drops at Children’s entrance and on the driveway side of the building.
• If the book drops are full, DO NOT LEAVE THE MATERIALS OUTSIDE THE BOOK DROP OR THE LIBRARY.
• You are responsible for materials that are damaged or stolen before they are checked in.

Returning materials to other libraries

• With the exception of museum passes, chromebooks and hotspots, you may return our items to another library in the C/WMARS network.
• Items returned to a library outside the C/WMARS network remain on your record until they are returned to the owning library. You are responsible for fines that accumulate.

Holds Pick up Policy

Approved by the Westfield Athenaeum Board of Directors December 13, 2010

• Materials on hold may be picked up by requestor or a family member with permission to present that patron’s library card.
• Materials being held for a patron in good standing may be picked up by another person, such as a spouse or household member, however they must present that person’s library card.
• Individuals may link their library record to a household member’s record. Linked patrons may present their own library card to pick up holds for the patron with which they are linked. The item will be charged to the card on which the hold was placed. Such links must be established in person and will be reviewed at the time a card is renewed as part of the updating process.

Privacy Policy

Approved by the Westfield Athenaeum Board of Directors December 13, 2010

For your protection and security, your Library Card is the preferred mode of accessing your account. The Westfield Athenaeum is dedicated to maintaining the privacy of individuals’ accounts. Therefore we ask you to have your card ready when processing all transactions.

• Using your card indicates that you approve of each item checked out on your account (Remember-Library Cards are not transferable, even among family members!)
• Using your card assures your security and privacy. The Westfield Athenaeum adheres to the policy of the American Library Association, which states that friends or family members, including parents and their children, may NOT access each other’s accounts without that patrons consent. The Westfield Athenaeum does not discriminate by age regarding this privacy policy.
• In accordance with Massachusetts General Laws (Chapter 78 Section 7) all patrons, juveniles and adults, are granted equal privacy rights. In the case of an issue on the record of a juvenile, the legal parent or guardian may request a list of items that have been billed or generated fines. The list will then be mailed to the cardholder.
• Adults, juveniles and teens have the right to privacy regarding their library materials.

Material Replacement Costs

The replacement cost of a lost or damaged book or other item will vary depending on the original price of the item when purchased from our suppliers.

Partial Replacement Costs:

As of January 1, 2015, no replacement copies will be accepted.

Lost and paid items that are returned within 7 days are eligible for a full refund.

This list is for the Westfield Athenaeum only.  For any items lost or damaged from another library use the CWMARS lost and damaged policy.

Lost and Found

The Westfield Athenaeum maintains a lost and found at the Circulation desk. Items will be held for 90 days then will be discarded.

Disruptive or Dangerous Behavior

Parents and guardians — not library staff — are responsible for children’s behavior in the library.

Parents and guardians should be advised that if their children misbehave, the child may be requested to leave the library. Parents and guardians must also realize that, even in their absence, they are legally responsible for their children’s actions.

Children will not be allowed to run, yell, fight, climb, use abusive language or engage in any other unacceptable behavior in the library or on the library grounds so far as it is possible for the staff to observe. Should it be determined that a child is engaging in disruptive or dangerous behavior, the following steps will be taken:

A staff member will advise the child to stop the behavior — once. If disruptive behavior continues, a staff member will ask the child to leave the library. The child may not return for the duration of that day.

Should the child require a parent/guardian for transportation, the staff member will allow the child to call for transportation.

The Westfield Police Department may be called to assist with disruptive children who do not adhere to disciplinary actions.

Approved by the Westfield Athenaeum Board of Trustees February 23, 2004

Unattended Children

See also Unattended Children at Closing Time

The Westfield Athenaeum seeks to provide a safe, educational, and enjoyable place for children to explore the world of books and information. Library personnel take their responsibility to provide safe access to the library very seriously. It is important that parents or guardians fulfill their responsibility for the individual child’s safety and well-being. The Unattended Children’s Policy has been adopted to ensure a safe and pleasant library experience for children of all ages.

POLICY STATEMENT: Children under the age of 12 may not be left unattended in the library. A responsible person who is 16 years of age or older must accompany children under the age of 12 at all times. This includes children participating in Library-sponsored programs. The responsible person must remain in the building during the program, and must immediately pick up the child when the program ends. If the responsible person in charge of a child wishes to go to another area of the library for materials or for meetings, the child must accompany that person.

Group leaders and parents/guardians meeting in the library are responsible for the actions of all children who participate in their activity.

School age children 12 through 18 years of age may use the library unattended as long as their conduct is acceptable in a library setting. Should it be determined that a child under the age of 12 has been left unattended in the library, the following steps will be taken during library hours of operation and after closing:

The staff member will attempt to locate or call the parent/guardian. If no parent/guardian can be located within one hour, or if the library is closing, the staff member will notify the police.

Under no circumstances will a staff member take a child out of the building or transport a child to another location.

Approved by the Westfield Athenaeum Board of Trustees August 12, 2024

Unattended Children at Closing Time

Parents and guardians must pick up children 10 minutes prior to library closing. Parents and guardians are expected to know the opening and closing times of the library, bearing in mind that the time can and does change in case of emergencies.

Should it be determined that a child has been left at the library without a ride or assistance home at closing time, the following steps will be taken:

Every attempt will be made to contact an adult or a family member via work, home and cellular phone.

If a parent/guardian does not arrive by the time the library closes, two staff members are authorized to stay with the child until someone arrives to pick him/her up.

If a parent/guardian has not arrived within 30 minutes, the Westfield Police Department will be called and alerted that a child has been left behind at the library.

The police will then try to locate the parent or guardian. Under no circumstance should a staff member give a ride home to a child left at the Library.

If the police have picked up the child, a staff member will post a note on the door advising the parent/guardian of the circumstances and stating where the parent/guardian can locate the child. The incident will be reported to the Director’s Office.

Children Computer Use Policy

Children under the age of 13 may use the public access computers in the Boys and Girls Library. Children must have their own, valid library card in order to use the computers.

Computer privileges allow access to the Internet. Parents and guardians should know that the Westfield Athenaeum does not employ Internet filtering software on its public Internet access computers. Parents, who wish to accompany their child while the child uses the computer, may do so.

Children may use the computer for two hours per day in the Boys and Girls Library.

Acceptable Use
Internet resources are to be used in a responsible manner consistent with educational, informational and recreational purposes. Patrons of all ages are expected to use the computers in a responsible manner, respecting the rights of others.

Unacceptable Use
Computer privileges may be suspended or cancelled, at the discretion of the Reference Librarian, if a patron is found tampering with the computers, including any violations noted below:

• Degrading or disrupting equipment or system performance
• Vandalizing the data of other users
• Gaining unlawful access, including “hacking” and other unlawful activities
• Invading the privacy of others
• Violating software license agreements and copyright laws
• Violating other federal, state or local laws
• Deliberately displaying obscene images
• Providing minors with access to materials that are harmful to them
• Violating the automated reservation procedures or using someone else’s library card

Safe Computing
Parents/guardians are encouraged to provide guidance to their children for the safe usage of electronic mail (email), chat rooms and other forms of direct electronic communication.

It is the responsibility of the parent/guardian to ensure that their child does not access sites that may be inappropriate or potentially harmful to the child. The library prohibits such access. See our web page on Internet Safety for children.

Approved by the Westfield Athenaeum Board of Trustees December 13, 2004

Children’s Restrooms Policy

The restrooms in the Boys and Girls Library are to be used ONLY by children and adults accompanied by children.

Adults without children must use the adult restrooms, which are located on the lower level of the library. Keys for the restrooms are located at the circulation desks.

Approved by the Westfield Athenaeum Board of Trustees February 23, 2004

Mission Statement

To enrich the diverse community of Westfield by providing open access to educational, cultural, recreational and informational resources and programs.

Vision Statement

The Westfield Athenaeum will provide a public space that is inviting, convenient, safe, and easily accessible to its patrons. Here the community of Westfield will find a friendly, welcoming environment in a convenient location where public meetings and forums are regularly held. As a community and information center, the Athenaeum will continually enhance its library materials and resources in all formats, and improve its technology, so that residents and visitors will be able to pursue a wide array of educational, recreational, cultural, and informational interests. As a cultural center, the Athenaeum will enable the greater Westfield community to participate in an expanded offering of educational, artistic, and cultural programming for all ages.

Community Profile

Collection Development Philosophy/Goals

The Westfield Athenaeum aims to meet the educational, cultural, recreational and informational needs of its patrons by acquiring and providing access to materials in a variety of formats in accordance with this policy and budgetary constraints.

Our collection development goals include:

• Promote reading and lifelong learning by acquiring materials for all ages in a wide range of topics and viewpoints
• Collect both physical and virtual resources that can be accessible remotely
• Supplement formal study and encourage self-education
• Deliver materials to those who cannot physically come to the Library through our outreach program
• Collect relevant local history and genealogy resources
• Stimulate thoughtful participation in the affairs of the community, the country, and the world
• Maintain a current collection by keeping abreast of forthcoming resources and periodically participating in deselection activities

Responsibility of Collection Development

The Board of Trustees sets Library policy, including the policy on collection development. The Trustees endorse the Library Bill of Rights, a fundamental philosophy statement formulated by the American Library Association (see Appendix A). The Director administers policy set by the Trustees and is responsible for all day-to-day operations of the Library. Individual decisions regarding selection and acquisition of materials, weeding, and discarding may be delegated to the staff members who are responsible for specific subject areas or Library departments guided by the approved policy.

Selection Criteria

All materials, whether purchased or donated, are considered in terms of the criteria listed below. An item need not meet all of these standards in order to be added to the collection.

Public Demand and Community Interest

• Popularity of title or author, as indicated by sales and circulation
• Local emphasis
• Patron requests

Merits of Individual Titles

• Creative, literary, or technical quality: clarity, originality, readability, artistic excellence
• Accuracy and currency of information, depth and breadth of coverage and indexing
• Reputation, expertise, and/or significance of author, illustrator, publisher, or producer
• Quality of physical format, bindings, durability, illustrations/reproductions, the technical quality of audiovisual formats and software, ease of use of software
• Treatment of subject for age of intended audience
• Reviews, critical assessments in a variety of journals

Collection Goals

• Contemporary significance or permanent value: source material or a record of the times; representation of an important movement, genre, trend or culture
• Relationship to existing collection: contribution to balanced, up-to date coverage of a broad range of subject areas
• Representation of diverse points of view
• Relationship to materials in other area libraries, especially availability within the C/WMARS consortium
• Materials serving diverse local populations, including speakers of languages other than English
• Materials accessible to patrons with different learning abilities, educational levels, and physical needs; for example, audio and large print formats
• Currency and usability of formats; downloadable electronic books are purchased cooperatively through the C/WMARS network

Financial Considerations

• Price and availability
• Value for cost
• Library materials budget

Selectors will consult professional library literature and publishing review media, examine other libraries holdings in the C/WMARS catalog, and review suggestions directly from the public and other staff. An item may be purchased if there is heavy demand, even though reviews may be unfavorable or other items on the same subject are in the collection.

Guidelines for Specific Subject Areas and Formats

1. Fiction
   The collection includes recreational reading, classic literature, and titles representing styles of various periods and countries. Controversial books of recognized literary merit are acquired, as are experimental writings of high quality.
2. Non-Fiction
   The Library collects recognized, standard works as well as timely materials for current demand. Non-fiction may be excluded for inaccurate information, lack of integrity, sensationalism, intent to indicate hatred or intolerance, and text material of too limited or specialized a nature. In the case of controversial questions, variety and balance of opinion are sought whenever available.
3. The Large print collection utilizes the same selection criteria as fiction and non-fiction, with the exception of not intending to acquire a significant number of experimental writings, nor works relying heavily on illustration, nor any graphic novels.
4. The foreign language collections utilize the same criteria as fiction and non-fiction, within the limits of available published works in Russian and Spanish, and with the addition of originally published foreign language works and works specifically related to Russian or Spanish culture.
5. Audiovisual Collections

• The music audio collection represents significant performers, composers, and styles of popular and classical music, including a variety of cultures and traditions. Quality of content and performance, production values, and diversity are considered. The circulating collection is limited to compact disc recordings.

• Recorded books include both fiction and non-fiction according to the same criteria as books, with the additional consideration of quality of the performance and recorded production. Audio books are collected in primarily unabridged formats. Audio cassette recordings of books are no longer collected which limits the in- house collection to CD, MP3 disc and play-away formats.

• DVD recordings are acquired primarily for home use, not for viewing in the Library. Considerations include the quality of production, the subject’s lasting value, its local appeal and its relationship to existing resources and collections. Contemporary and classic feature films are purchased, as are performances in music, dance and theater. The Library collects non-fiction video including, but not limited to, documentaries, health, travel, history, environment, local concerns, “how-to” subjects, and self-paced instruction. Described and captioned videos are also collected to meet patrons’ viewing needs.

• Downloadable Ebooks, Audiobooks, and Videos: The Library provides access to a collection of downloadable ebooks, audiobooks, and videos made available to our patrons by virtue of our membership in C/WMARS. These items are provided for the use of those patrons who have access to a non-library Internet computer, tablet, or smartphone, with the ability to install a software application and then download the borrowed item. These items are largely not accessible from library Internet computers, which are protected with robust security.

6. Periodicals
   The Library subscribes to popular interest periodicals, news and informational publications. Selection of adult periodicals is based on community interest, budget, and space considerations, periodical holdings of other libraries in the area, and coverage in the Library’s online and print indexing services. Requests from patrons and gift subscriptions are considered using the same criteria. Magazines and newspapers are acquired for both casual reading and research purposes, and may be provided in both print and electronic formats.
7. Reference
   Within budgetary limits, the Reference Collection provides accurate, up-to-date information on a wide range of subjects of current and recurrent interest for the layperson. While the Library is moving toward a digital Reference Collection, materials may also include books, periodicals, pamphlets and leaflets, maps, and machine-readable materials. Electronic information sources, including online databases, are available for use in the Library and at home. Factors considered in the selection of reference materials are authority, reliability, scope, treatment, arrangement, format, cost, and existing holdings.
8. Westfield Authors
   Materials written by authors from Westfield that fit within our selection criteria will be added to our circulating collection. Titles that are self-published are not added to the collection unless there is a compelling reason to do so (valuable local content, high local interest). “Print on demand” titles that are self-published, even though available via mainstream distributors, will not be added unless they meet the Library’s collection criteria.
9. Children’s and Young Adult materials
   The Library collects print and audiovisual materials to stimulate creativity and to satisfy children’s and young adults’ needs for information. Materials will be selected using the criteria listed above with these considerations:

• Young Adult materials are purchased for teens and include fiction, non-fiction, videos and DVDs, and audiobooks.

• Children’s and Young Adult movies are two distinct collections. Children’s and Young Adult Reference is purchased to support the school curriculum as well as a backup for a limited circulating collection.

• Parenting materials for adults with children or caring for children are also acquired. Materials include both print and media.

• The Children’s Department purchases a wide variety of materials to appeal to children and young adults from varied backgrounds and families, religious affiliations, ethnicities, and sexual orientations.

As stated in Free Access to Libraries for Minors: An Interpretation of the Library Bill of Rights, “Parents – and only parents – have the right and the responsibility to restrict the access of their children – and only their children – to library resources. Librarians and governing bodies have a public and professional obligation to provide equal access to all library resources for all library users.”

10. Academic Titles
    Many books are published that are too specialized, too narrowly focused, or too academic for the Library’s collection. These books may have received excellent reviews, but do not meet the needs of the general audience that frequents a public Library. Unless the content of the book is of local interest and generates significant local demand the Library does not generally purchase and add these titles to our collection. School and college textbooks are also excluded.
11. Genealogy and Local History
    Copies of local history books on Westfield and other local towns are acquired for the circulating collection while in print. The circulating collection also contains historical interpretations and narratives of local history. Basic genealogical handbooks are acquired for the circulating collections. Local history and genealogy are covered at the research level in the Westfield room and are not circulating.
12. Documents/Special Collections
    The Library collects and preserves documents and images primarily of local historical value in three collection areas:

1. Local History Department
2. Archives
3. Edwin Smith Museum

Requests for Purchase

The Library welcomes requests for purchase of materials via online form, however, it is to be understood that such requests will be subject to the same criteria for selection as other considered materials, including budget constraints.

Weeding

With the exceptions of the Local History collection, Archives, and the Museum collection, the Library does not serve an archival function. In order to maintain a collection that is current, reliable, in good condition, well used, and which relates to the needs and interests of the residents of Westfield, materials are withdrawn on a systematic and continuing basis. Materials are withdrawn when they are judged to be dated, inaccurate, seldom used, in poor condition, not useful as duplicates, or otherwise not in compliance with the selection criteria listed above.

Materials withdrawn are removed from the CWMARS database and stamped discard or withdrawn; many discarded items are made available to the Friends of the Westfield Athenaeum for their annual book sale, others are sold at the library year round.

The library applies the Selection Criteria in deciding whether to purchase replacement copies. Maintenance of the collection is an ongoing process.

Donations /Gifts

The Westfield Athenaeum welcomes gifts of books and other materials including DVD’s, video games, and puzzles. Gifts are evaluated in accordance with the Selection Criteria (see above). Not all gifts will be added to the collection. Gifts in good condition that are not added to the collection are made available to book sales benefiting the Westfield Athenaeum. The library does not accept magazines, textbooks, test preparation study guides or travel books other than current year, health books, publication date of more than three years ago or items that are worn, dirty, torn, marked, odorous, or have mildew.

Gift subscriptions for periodicals will be evaluated in accordance with the Selection Criteria listed above. Additionally, they can only be accepted if the donor agrees to offer the subscription for one year. Gift materials requiring continuing obligations on the part of the Library cannot be accepted unless the Library decides that it has the ability to keep the materials up-to-date.

Upon acceptance, all gifts and donations are the exclusive property of the Westfield Athenaeum and become subject to all library policies and procedures. The Athenaeum cannot guarantee that items donated will be kept permanently.

All gift materials added to the library will be placed in the regular library collection. No special locations, labels, or signs will be created for any gift items except in cases of Memorial donations.  Gifts and materials purchased from memorial donations will be withdrawn from the collection in the same manner as purchased materials. The Library does not accept responsibility for notifying donors of withdrawals or replacements of gift items.

Memorial monetary gifts should be accompanied by a completed MEMORIAL DONATION REQUEST FORM (copy appended). Selection will be made by the Library Director or designated subject specialist.  The Library will identify memorial or “in honor” gifts with a bookplate naming the person or organization in whose memory or honor the item is given.

Reconsideration/Objection of Materials

Persons from the Westfield community wishing to recommend the removal of a particular item in the library collection may submit a Request for Reconsideration of Library Materials form (see appendix), which will be reviewed by the Library Director and members of the Collection Development committee in relation to the American Library Association’s Library Bill of Rights, the library’s mission statement, and the selection criteria of this collection development policy. After evaluating journal reviews and other materials submitted by the patron and the staff, a response will be made by the Library Director within 30 days of receiving the formal objection.

Revision of Policy

This Collection Development Policy will be reviewed annually by library staff and the Board of Trustees.

Appendix

Request for Consideration of Library Materials Form

Memorial Donation Request Form 

Suggest a purchase form

Library Bill of Rights

Approved by the Westfield Athenaeum Board of Trustees February 2015

The mission of the Westfield Athenaeum is to collect, protect, and make available for research materials relating to the history of Westfield, specifically:

1.     Items that record or document the social, political, economic, religious, or demographic history of the City of Westfield, particularly those that give depth and substance to the current collection.
2.     Items that develop a greater focus on a particular collection, or add to its existing research value.
3.     Items that add to the understanding of particular ethnicities and cultures, especially immigrant populations.
4.     Items that deal with the development of Westfield government or private institutions unique to the community.
5.     Items that reflect the cultural aspects of the area in all its forms: music, literature, art, dance, theater, architecture.
6.     Items that add to the research capabilities of scholars seeking information on specific Westfield women and men of historical importance.
7.     Items written by local authors pertaining to the history of Westfield.
8.     Items of an illustrative nature which record the history or topography of the area.
9.     Items which are eclectic such as wills or deeds of an unusual or distinctive character, and which add to the research value of the collection.
10. Manuscript items such as letters, papers, diaries, accounts, which give depth to or add to the usefulness of the existing collection, or materials which fill crucial gaps in the collection.
11. Selected war records of all eras pertinent to the history of Westfield.
12. Other significant items not noted above which enhance the value or research potential of the collection.

Priorities and Limitations of Holdings

• Geographical areas covered. – The Westfield Athenaeum collects materials relating to Westfield, Massachusetts in its various forms. Manuscripts pertaining to the history of other geographical areas are not sought.
• Materials are defined as any kind of recorded information, regardless of physical form or characteristics. “Material” is an umbrella term that includes, but is not limited to: documents, records, photographs, films, machine readable magnetic and optic media, published and unpublished manuscripts, maps, plans, sound recordings, microforms, oral history tapes, dated newspaper clippings, scrapbooks, ephemera, books, pamphlets, monographs, and serials.
• Languages, other than English, acquired. – Materials will be accepted in any language.
• Exclusions – The Westfield Athenaeum will not accept restricted collections and will not collect: duplicates of materials in our holdings; undated and unidentified photographs of people; newspapers available on microfilm; or books by Westfield authors that are outside the scope of our collection policy.

Types of Programs Supported by the Collection

• Research – A primary program of the Westfield Athenaeum is to further historical research by collecting and preserving research materials and placing them into a format accessible to the community.
• Outreach – Manuscript materials and photographs are used in preparing and presenting outreach programs including slide presentations, lecture series, workshops, and tours.
• Exhibits – Materials are exhibited in display cases at the Edwin Smith Museum. Special exhibits also might be created by Athenaeum staff for short-term display at institutions whose exhibit policies meet the Athenaeum’s high standards in regards to security, light control, and temperature control.
• Publications – The Westfield Athenaeum, in order to further its collection development, will publish materials and information in various mediums for public relations and information brochures. Proposals regarding the editing and publication of manuscripts will be reviewed individually by the Preservation committee.

Clientele Served by the Collection

Under supervision of designated staff, the collection will be made available to historians, writers, scholars, genealogists, and members of the general public who are engaged in serious research.

Acquisitions

The Westfield Athenaeum acquires museum quality (defined below) items through donation and purchase when:

1. such items are judged to enhance the existing collection and help promote the educational and cultural mission of the library
2. such items are not already present in the collection
3. such items do not place a  financial hardship on the Athenaeum
4. a clear title or history of ownership accompanies such items

Gifts should be accepted without restrictions whenever possible. A clear title to the materials should be transferred to the Athenaeum when the materials are deposited in the Athenaeum. The Athenaeum cannot provide appraisals of donated materials for tax purposes. Materials on loan or deposit only are accepted only in extraordinary circumstances, usually with the understanding that they will be donated outright at a later date. Grant funding for special projects will be sought when such projects do not diminish the level of routine care and service of the collections, and when they can contribute substantially to the acquisitions, arrangement and description, or servicing of the collections.

Statement of Reappraisal

Materials already in the collection which do not reflect the collecting areas of the Westfield Athenaeum may be deaccessioned and offered to other more appropriate institutions or to the donor depending upon the requirements in the donor agreement.

Deaccessioning Policy

Collection donors should understand upon signing the donor agreement form that materials may be found to be inappropriate for the Westfield Athenaeum’s Museum and Archives collections during the accessioning & processing phases. In such cases the said materials may be sent to another institution, sold, destroyed or returned to the donor if requested.

The Westfield Athenaeum works to accept only those items that it can physically preserve.

During the Accession phase, the archivist/museum coordinator will be direct and conduct the accessioning process in an open way that will not detract from the public perception of the Athenaeum’s responsible stewardship.

Mandatory restrictions on disposition which accompanied a donation will be observed unless it can be shown clearly by appropriate legal procedures that adherence to them is impossible or substantially detrimental to Westfield Athenaeum. When statements of donor’s preferences accompany an acquisition, any departure from them will be carefully considered and negotiated with the donor or the donor’s heirs, or settled by appropriate legal procedures.

Procedures for deaccession of “materials found in collection,” for which no record of the gift or its terms exist, shall be governed by county and state regulations for unclaimed property. Thus, “materials found in collection” become the property of the Westfield Athenaeum after fifteen years of documented continuous ownership.

The Westfield Athenaeum will not allow materials from its collections to be acquired privately by any library employee, officer, or volunteer, unless they are sold publicly and with complete disclosure of their history.

• Deaccessioning criteria
  • When possible and if appropriate, efforts will be made to ensure that the items disposed of remain in the public domain. Archival staff will regularly review the archival collections and will make the recommendation that items be considered for deaccession based on the following criteria:
    1. The materials are no longer relevant and useful to the purposes and collecting scope of the Westfield Athenaeum
    2. The status or title to the materials must be changed based upon the requirements of a governmental agency.
    3. The materials are under contractual obligations or restrictions, which Westfield Athenaeum can no longer reasonably uphold.
    4. The materials have deteriorated or become physically unstable to the point in which they are no longer useful for research or exhibit.
    5. It is doubtful that materials may be useful in the foreseeable future of research or display (i.e. ephemeral materials).
    6. Materials are redundant, or duplicates of the materials exist in the collection.
    7. There is a need to improve or strengthen another area of the collection in order to further the goals of the Westfield Athenaeum

• Deaccessioning procedures
  • An inventory of all materials will be completed as the initial step to processing each collection to reflect which items were originally donated. If after review, it is concluded that de-accession is appropriate, a Deaccession Form will be completed, and submitted to the Director for approval. The Director and archival staff will establish the appropriate procedure for the disposal of the materials.
• Disposal of Deaccessioned Materials
  • When possible, the following priorities should be observed in determining the most appropriate means of disposal:
    1. Notify donor, and offer back if indicated in the donor file. The donor may be contacted as a matter of courtesy; however, unless indicated in the donor file, the Westfield Athenaeum is not required to notify donors of prospective deaccessions.
    2. Transfer to another “like-institution” (recipient shall be responsible for shipping and/or transportation costs).
    3. Exchange with another “like-institution.”
    4. Offer at public auction or contact reputable dealers; income is used to sustain the archives and museum.
    5. Destruction of the materials. This should be approved and directed only after recommendations by archival staff and after other methods of disposition have failed (unless the deterioration of the item necessitates this action). Some materials with little or no monetary, historical, or comparative value may not be considered for all methods of disposition.
  • If it is determined that sale is the appropriate action with respect to a specific deaccession, Westfield Athenaeum staff and their immediate families may not seek to purchase the object for sale. The individual responsible for the appraisal of the materials (if applicable) shall be subject to the same restrictions.

Approved by the Westfield Athenaeum Board of Directors, June 13, 2016

Public Computers

• Computers for adults, teens and kids available on a first-come, first-served basis
• Free Internet access

Wi-Fi

• Free Wi-Fi for your laptop or portable device
• The library’s Wi-Fi network does not have a password; as an open network, patrons are advised not to do banking or sensitive transactions

Computer Use Policy

The Westfield Athenaeum welcomes all users of our public computers. The staff will provide help and advice on using the computers, as appropriate (one-on-one instruction appointments can be made for more extensive technology training). The Internet is an un-moderated medium and includes information that may be erroneous, out-of-date, controversial or sexually explicit. The user is responsible for identifying and/or avoiding such information, not the Athenaeum staff.

Acceptable Use

Internet resources are to be used in a responsible manner consistent with educational, informational and recreational purposes. Patrons of all ages are expected to use the computers in a responsible manner, respecting the rights of others.

Unacceptable Use

Computer privileges may be suspended or cancelled, at the discretion of the Librarian, if a patron is found tampering with the computers, including any violations noted below:

• Degrading or disrupting equipment or system performance
• Vandalizing the data of other users
• Gaining unlawful access, including “hacking” and other unlawful activities
• Invading the privacy of others
• Violating software license agreements and copyright laws
• Violating other federal, state or local laws
• Deliberately displaying obscene images
• Providing minors with access to materials that are harmful to them
• Transmission or display of threatening, harassing, defamatory or obscene materials

Parents/guardians are encouraged to provide guidance to their children for the safe usage of electronic mail (email), chat rooms and other forms of direct electronic communication. It is the responsibility of the parent/guardian to ensure that their child does not access sites that may be inappropriate or potentially harmful to the child. The library prohibits such access.

Approved by the Westfield Athenaeum Board of Trustees December 2014

1. All requests to reproduce images from the Westfield Athenaeum Collections must be submitted on the Application for Permission to Publish, available from the Westfield Athenaeum. The applicant agrees to abide by all terms, conditions, and provisions of this agreement.

2. Permission for reproduction of images is granted only for the express purpose described in the application. If the intended use of an image is for publication, permission is authorized for one time, non-exclusive use of that image. Any change in use from that stated on the application, or subsequent use of the work beyond that specified in this agreement requires Westfield Athenaeum’s written permission. Westfield Athenaeum will not sign any permission or licensing created by the requester.

3. Permission to reproduce images is valid only for the individual, company, or institution that signs the agreement and may not be transferred, assigned, sold or otherwise disposed of without written permission of the Westfield Athenaeum. Copies or prints of images from the Westfield Athenaeum’s collections may not be deposited or placed on file in any other repository. This includes electronic filing methods.

4. Westfield Athenaeum does not hold copyright over many of the images and illustrations in its collections. Responsibility for identifying and satisfying any claimants of copyright must be assumed by those wishing to reproduce the images.

5. Sale of a copy of a photograph, film footage, or illustration from Westfield Athenaeum collections does not involve sale of copyright. Reproduction and Use Fees are charged for the images, based on Westfield Athenaeum’s physical ownership of the images, and not on copyright.

6. A credit line must accompany images used in an illustration of any kind. It should read “Courtesy of the Westfield Athenaeum, Westfield, Massachusetts.” It must be prominent and legible and it must appear in the caption or in close proximity to the image or in the list of credits for each image. Website (electronic) images must contain the credit line as part of the image and must be linked to the Westfield Athenaeum’s website. Failure to properly credit images from Westfield Athenaeum’s collections will result in a $200.00 fee per image every time the image is used or shown. Verification that proper use and credit of images has been made requires that a complimentary copy of the completed project or publication be sent to Westfield Athenaeum.

7. The staff will scan the best quality image that can be produced, however, that quality is dependent upon the condition of the original image. We do not edit or touch up images. Patrons are responsible for payment for images they request. We do not refund. Westfield Athenaeum reserves the right to refuse to reproduce images when it believes that reproduction might damage the original.

8. Prepayment of all fees, including use fees, is required before permission is granted for reproduction of images. Default in payment will immediately revoke permission.

9. Scanned images will be emailed or saved to a flashdrive provided by the applicant.

Application for Use of Images/Permission Form

Image Use and Reproduction Fee Schedule

1. The purpose of the Jasper Rand Art Museum gallery is to present exhibits in all media that would serve to stimulate the appreciation and understanding of art in the greater Westfield community. Priority will be given first to local artists and artisans residing in Westfield or Western Massachusetts and second to those artists from other parts of the Commonwealth. Artists or collectors from other states who apply for an exhibit can also be considered. The Athenaeum reserves the right to exhibit items from its own collections or to exhibit traveling collections at its discretion.

2. Artists interested in exhibiting their own work or items from their personal collection must submit an application and include at least five (5) unedited digital images, photographs or examples of representative work, along with a brief description of the artist’s training or background. A list of galleries, museums and/or previous shows where their work has been exhibited should be included, along with a brief description of the works and/ or the artist’s philosophy of art. The Application must be completed in its entirety to be considered. Once the application has been approved, the month of the exhibit will be negotiated and an artist-created press release is sent to our Publicity team.

3. Exhibits may be flat or three-dimensional, including paintings, drawings, etchings, posters, photographs, mixed media, sculptures, textiles, pottery, crafts and collectibles. Any artwork must be properly framed. If accepted, the exhibits will remain on display for one month. Either individuals or groups may apply to exhibit their work and applications will be accepted from professional artists, accomplished amateurs and collectors.

4. The artists will work with the Athenaeum staff to develop an effective exhibit. The actual hanging and removal of the exhibit will be the responsibility of the artist. Any artwork that is not suitably framed may be refused for exhibit.

5. The artists will keep the work on display for the complete exhibit period (normally extending from the beginning of the month to the end of the month) and will remove the exhibit promptly at its completion.

6. The artists will provide a complete list of the works on exhibit along with the price (if any) of each item. The list of works and their prices (if any) will be kept at the Circulation Desk and will be available for public inquiry.

7. The Athenaeum reserves the right to publicize the exhibit and related events.

8. The Athenaeum staff is not authorized to act as agents in the sale of art displayed in the Jasper Rand Art Museum Gallery.

9. Artists may hold a public reception during the time period their work is on exhibit with prior approval by the Athenaeum Director. Exhibits will be completed 24 hours in advance of the planned opening.

10. The artists must sign a waiver of liability to present art, which will hold the Athenaeum harmless against any damage, negligence or loss which may arise while the exhibits are on the premises.

Application to Exhibit

Approved by the Westfield Athenaeum Board of Trustees, August 24, 2020.

The following activities are not allowed in the library:

• Threatening behavior, including, but not limited to: violence, threats of violence and possession of weapons
• Those who damage or deface library materials or property may be prosecuted [MGL, Ch 266, Sec. 100]
• Theft of library materials, use of false identification to obtain a library card, or use of another person’s library card without his/her permission are against state law and may be prosecuted [MGL, Ch. 266, Sec. 99]
• Use of alcohol or drugs
• Smoking or vaping (Massachusetts General Laws [MGL, Ch. 270, Sec. 21-22]
• Creating a disturbance by making noise, talking loudly, or engaging in other disruptive behavior [MGL, Ch 272, Sec. 41]
• Interfering with another person’s right to use the library or with the library staff’s performance of their duties
• Bringing animals into the library except those needed to assist a disabled person
• Playing audio equipment so that others can hear it
• Gambling
• Misusing the restrooms (i.e. using them as a laundry or washing facility)
• Soliciting or canvassing of any kind
• Entering areas posted “Staff Only” without permission
• Running
• Sleeping
• Wearing rollerblades, roller shoes, roller skates, or using skate boards or scooters inside the library
• Persons without shoes or improperly attired will not be allowed in the library
• Food and/or beverages are allowed only in specified areas of the Reference Room
• Parents are responsible for the behavior and supervision of their children and may be liable for any damage caused by their children
• Leaving a child under the age of ten unattended by someone at least fourteen years old (see Unattended Child Policy under “Children’s Policies” above).
• Anyone whose personal hygiene interferes with the ability of other patrons to use and /or enjoy the facility
• Athenaeum phones are not available for patron use.
• The Athenaeum will not be responsible for patron’s personal belongings and must be kept with the patron at all times.

Anyone violating these policies, or any state or federal laws, may be asked to leave the library.

Voted on by the Westfield Athenaeum Board of Trustees, 1995 Produced by the Massachusetts Library Association, 1995

Amended and approved, Feb. 11, 2016

The Westfield Athenaeum reserves the right to use photographs or video taken at the library for publicity purposes in printed materials and online. Attendees and/or participants consent to having their photograph taken and used for such purposes. If a library patron does not wish themselves or their child to be photographed, the patron must notify the Library staff to that effect. No names will be used in conjunction with photos/video without express written consent.

In keeping with the Library’s mission to provide library services to the community, and ensure the privacy of our patrons, please observe the following rules regarding photographing and filming in the library.

Casual, amateur photography of public areas for patrons and visitors wanting a remembrance of their visit is welcomed as long as it does not interfere with library operations, staff or patrons. With this in mind:

1. Please do not use flash or equipment that obstructs passageways or causes disturbances to Library users.

2. Photographs, video or audio recordings of members of the public, staff, programs, and copyrighted art on display without permission are prohibited.

3. Commercial photography: Library buildings may not be used as setting for advertisements, or for any photographs, video or audio recordings which will be used for commercial purposes without express written consent by the Director.

4. News media photography or video: The Athenaeum welcomes news media for stories or projects that directly involve the library and its programs. It is appreciated if you can provide advance notice for such projects by contacting the Director at 413-568-7833 ext. 101.

5. Nonprofit, academic or research projects: Please ask for authorization in advance in order to avoid disruption to library operations. For artifacts or archival materials, see our Image Use and Reproduction Policy.

6. Right to Terminate: The Athenaeum reserves the right to terminate or restrict any photography or filming that causes an undue disturbance, violates library policy or regulation, endangers the health or safety of patrons or staff or violates any local ordinance, or state or federal law.

7. The Athenaeum reserves the right to charge a fee for permission to publish photographs when used for monetary gain.

Updated and Approved by Board of Directors August 24, 2020

Westfield Athenaeum strives to protect patrons’ privacy to the fullest extent of the law. Following the American Library Association’s Code of Ethics: “We protect each library user’s rights to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired, or transmitted.”

The library keeps no permanent record of internet sites visited, online resources used, or searches performed by patrons. Library records which may reveal your interests or intellectual pursuits, including books checked out, bills due, and holds placed, are protected by law and library policy.

When using the library’s services, including online services, patrons may be required to provide their name, e-mail address, library card barcode, phone number or home address. This information will only be used to fulfill patrons’ service needs and to help the library improve and target its services effectively. Patrons’ personal information will be discarded when it is no longer needed.

The library is a member of the CW MARS network (www.cwmars.org) which provides the library’s catalog, circulation system, and some online resources. Circulation, borrower registration, and usage records are managed by CW MARS and the Athenaeum observes their privacy policy.

Information may also be shared in these cases:

• For patrons younger than 12, a parent or legal guardian may request information about titles checked out, holds placed, and money due. Parents and guardians will be required to provide identification to get this information.
• Athenaeum library card holders may designate individuals to pick up your holds and/or to borrow materials on your behalf, at your request. Please bring your designated individual(s) to the library to validate & begin this service. This will grant them access to some of your information.
• In the case of a valid order, subpoena, or warrant, the library may be required to share your information with the relevant authorities. No confidential information on library patrons will be revealed without presentation of a subpoena or search warrant.
• Adults, juveniles and teens have the right to privacy regarding their library materials

Updated and Approved by Board of Directors August 24, 2020

The Athenaeum is a private building subject to the laws of the Commonwealth of Massachusetts and the City of Westfield. Requests to use the Athenaeum for the purpose of holding a private fundraising party or event not open to the general public must be made in writing to the Athenaeum Director at least 6 months in advance of the event. No alcohol may be served at the event without a required liquor permit and prior permission of the Director. The Athenaeum reserves the right to deny any events or parties on its premises that do not conform to the normal operating procedures of the Athenaeum or its operating schedule.

The Athenaeum will determine the fee to be charged to any individual or group interested in renting the Athenaeum for a private party or event on a case-by-case basis. Any event held at the Athenaeum will require a custodian and a library staff member on-site at all times. The event will only be held in those rooms designated by prior arrangement with the Director, as part of a signed written Agreement.

The party or parties signing the Agreement will agree to pay for any property damage arising from the event. The party signing the Agreement will also be required to carry a separate liability insurance rider covering the event issued by their insurance company and/or will be required to sign a Hold Harmless Agreement.

Approved by the Westfield Athenaeum Board of Trustees
December 13, 2004

Meeting Room Reservation Policy 

Meeting room reservations may be made through the online form, by mail, email or calling 413-562-7833 ext 111. A completed application and pre-payment of the fee, if applicable, will be required and the Public Services Librarian will confirm the room availability. The signer of the agreement will be held responsible for any and all damages to the facilities. Checks should be made out to “The Westfield Athenaeum”. 

Space may be reserved up to 3 months in advance of the day the room(s) will be used, on a space available basis. Reservations must be made at least 24 hours in advance. 

Cancellation of a reservation must be reported at least 5 business days before the scheduled date to receive a 50% refund. Failure to cancel or to appear for a reservation will result in the loss of funds. The Athenaeum reserves the right to refuse service to patrons who have an outstanding meeting room use bill. 

A copy of the meeting room reservation policy will be provided with the application for meeting room use. A reservation will not be confirmed until the Public Services Librarian  receives a completed application form. 

Room capacities must not be exceeded. Groups using the meeting rooms should request the number of chairs and tables that will be needed in the room on the meeting room application form, along with the need for any audiovisual equipment. Groups may arrange the furniture in the room according to their own needs. Following the meeting, the furniture and equipment must be returned to their original arrangement. Groups are responsible for leaving the room in a neat and orderly condition. 

No mounting of materials is permitted on the walls or windows of the meeting rooms. Easels are available for use if needed. 

At least two adults must accompany groups of minors 17 years of age and younger. 

Groups may serve pre-packaged or store bought refreshments, no homemade food is allowed. For groups wishing to serve more substantial refreshments, we highly recommend that food and drink are provided through a licensed caterer. Exceptions must be approved by the Public Services Librarian and the Library Director.  To serve wine or beer, prior authorization from the Library Director, proof of liquor liability and a liquor license issued by the City of Westfield’s License Commission must be provided.Groups must bring in all of their own supplies, including table linens. Groups serving refreshments must remove all leftover food and drink following the meeting. 

Smoking and vaping is prohibited inside the Athenaeum, including the meeting rooms, as well as on the grounds outside. 

The Athenaeum is not responsible for the loss of any personal belongings or any injuries sustained in meetings not sponsored by the Library. 

The meeting rooms are available during regular operating hours of the Athenaeum. Please consult the website at www.westath.org for the up to date hours. All meetings and programs must end 15 minutes prior to closing. 

If you wish to reserve a meeting room outside of the Athenaeum’s normal business hours, permission may be granted, however, an additional after hours fee of $100 an hour will be charged based on the number of hours the meeting will be held outside of the Athenaeum’s normal business hours.

Meeting rooms will not be available when the Athenaeum is closed due to emergency conditions or due to inclement weather. Please check local listings and www.westath.org for updates.

In accordance with the American Library Association’s Library Bill of Rights, the Athenaeum does not limit the use of its meeting rooms based on the subject matter or content of the meeting, or on the beliefs or affiliations of the meeting’s sponsors. 

Use of the meeting rooms does not imply endorsement, support of co-sponsorship by the Westfield Athenaeum of the activities that take place in the meeting rooms, or the beliefs of the group(s) using the meeting rooms. 

Groups using the meeting rooms may not imply that the event or program is being sponsored, co-sponsored, or endorsed by the Westfield Athenaeum in any advertising or publicity without prior authorization from the Library Director. The Library Director reserves the right to prohibit use of the meeting rooms based on applicable federal, state and local laws. 

Groups failing to comply with any part of this policy or the established procedures will be denied further use of the meeting rooms. 

Please direct any questions or concerns about this policy to the Public Services Librarian or Library Director. We hope you enjoy using the Athenaeum’s meeting rooms for your program or event.

Reserve a public meeting room