Library policies - Print version

Library byelaws, rules and regulations

Byelaws as to Public Libraries in the City of Coventry made under Section 19 of the Public Libraries and Museum Act 1964 by the Lord Mayor, Aldermen and the Citizens of the City of Coventry, acting by the Council

In these Byelaws, unless the context otherwise requires:
1. the act" means the Public Libraries and Museum Act 1964;"
2. "the Library Authority" means the Lord Mayor, Alderman and Citizens of Coventry, acting by the Council;
3. "Library" means any library for the time being maintained by the Library Authority for the purposes of its functions under the act and includes a vehicle when being used for those purposes;
4. "the Librarian" means the person appointed as such by the Library Authority to act on his behalf;
5. "library officer" means the librarian or any other person employed by the Library Authority for the purposes of its function under the Act;
6. "book" includes any and every book, journal, pamphlet, music score, manuscript, picture, print, photograph, engraving, etching, deed, map, chart, plan, gramophone record, film and any other article of like nature forming part of the contents of the library or lent to any person by on behalf of the Library Authority.
An act necessary for the proper execution of his duty to the library officer shall not be deemed to be a contravention of these Byelaws.
A person shall not give a false name or address for the purpose of entering any part of the library or for the purpose of using any facilities provided in connection therewith.
A person who is offensively unclean in the person or in dress, or who is suffering from an offensive disease, shall not enter or use the library.
Except with the consent of the library officer, a person shall not:
1. cause or allow any dog (other than a guide dog accompanying a blind person) or other animal belonging to him or under his control to enter or remain in the library; or
2. bring into any part of the library a wheeled vehicle or conveyance (other than an invalid chair)
A person shall not, after proper warning by the library officer, remain in the library after the time fixed for its closing.
A person shall not, unless duly authorised, take any book from the library.
A person shall not carelessly or negligently soil, tear, cut, deface, damage, injure or destroy any book or the furniture, fittings or other contents of the library.
Except with the consent for the library officer, a person shall not make a tracing of any portion of a book.
A person who:
1. after the end of the period for which it is lent the library or from any person acting on behalf of the Library Authority, and
2. after having been requested in writing by the Library Authority to deliver it to the Authority, has failed to do so within a period of fourteen days after the date of the request and
3. has not paid to the Library Authority in respect thereof an agreed sum by the way of the compensation shall not, except with the consent of the librarian, borrow any further book from the library.
A person from whom any sum in due to the Library Authority by reason of charge made under Section 8(2) of the Act in respect of failure to return a book before the end of the period for which was lent shall not, except with the consent of the librarian, borrow any book from the library after having been notified in writing by the Library Authority of the amount due.
(1) A person having the charge or possession of any book which the Library Authority is entitled to have returned to it shall deliver it up to the Librarian within fourteen days of the service upon him by the Authority of a notice requiring him so to do.

(2) For the purposes of the byelaw, a notice may be served upon any person by delivering it to him, or by leaving it at his usual or last known place of residence, or by sending it by registered post or recorded delivery service addressed to him at that place.
A person shall not behave in a disorderly manner in the library or use violent, abusive or obscene language therein.
A person shall not spit in the library.
A person shall not, after a warning by a library officer, persist in sleeping in the library.
A person shall not engage in audible conversation in any part of the library set apart as a reference department or for reading after having been requested not to do so by a library officer.
A person shall not wilfully obstruct any library officer in the execution of his duty or wilfully disturb, obstruct, interrupt or annoy any other person in the proper use of the library.
A person shall not display, distribute, affix or post any bill, placard or notice in, to or upon any part of the library.
A person shall not, without the consent of the librarian, offer anything for sale in the library.
A person shall not lie on the furniture or fittings of the library or on the floor thereof except, with the consent of the librarian on the floor of any part of the library for the time set apart for the use of children.
A person shall not smoke or strike a light in any part of the library set apart for the use of the public, except in any part thereof which is for the time being used as a restaurant or in which, when it is being used for an educational, cultural or other event under Section 20 of the Act, the Library Authority allows smoking.
A person shall not, except with the consent of a library officer, partake in refreshment in the library, except in any part thereof which is for the time being used as a restaurant or in which, when it is being used for an educational, cultural or other event under Section 20 of the Act, the Library Authority allows the partaking of refreshments.
Except with the consent of a librarian a person shall not cause or allow any apparatus for the reception of sound broadcasting or for the reproduction or sound to be operated in any part of the library set apart for the use of the public.
Every person who shall offend against any of the foregoing Byelaws (other than Byelaws 10 and 11) shall be liable on summary conviction to a fine not exceeding the sum of twenty pounds.
Every person who, within the view of the library officer, contravenes any of the forgoing Byelaws may be excluded or removed from the library by such officer if:
1. his name and address are unknown to an cannot readily be ascertained by the officer; or
2. from the nature of the contravention or from any other fact of which the officer may have knowledge of be credibly informed there is reasonable ground for belief that his continuance in the library may result in another contravention of the Byelaws of the proper use of the regulation thereof;
On the coming into operation of these Byelaws, the Byelaws relating to libraries which were made by the Mayor, Alderman and Citizens of the City of Coventry, acting by the Council, on the 23rd day of June, 1972, and were confirmed by the Minister of Education on the 6th day of July, 1972, shall be revoked,

Stock management policy

November 2022

Introduction

The purchase, provision and promotion of books and other materials is a key resource for Coventry Libraries and Information Services. It is imperative that budget is spent, and stock provided within a policy framework which supports, and is derived from, the strategic objectives of both the Library Service and Coventry City Council.

This Stock Management Policy aims to explain how stock is selected and managed, the ways the process has and will develop and how stock will be promoted. The policy will employ performance management, reader-centred and retail approaches to maximise usage and meet customer needs.

The Policy aims to provide a clear and consistent approach in all Coventry Libraries. It is impossible for any library system to purchase every title published and it cannot hope to provide the multiplicity of copies required to immediately satisfy the public’s demand. The objective of any public library should be to achieve the highest level of satisfaction within the limits of its resources.

The Stock Management Policy explains:

How the library service contributes to achieving the priorities of Coventry City Council in terms of its stock
How we select books and other materials for the library service
How we maintain and promote those materials
How we circulate stock to ensure all libraries are able to provide the widest choice of reading material
How we measure stock performance and how this helps to inform stock development

Corporate Objectives, Policies and Priorities

One Coventry Plan 2022-2030

Coventry City Council’s “One Coventry Plan” sets out the vision and priorities for the City and how these will be achieved. Its main stated aims are:

Increasing the economic prosperity of the city and region
Improving outcomes and tackling inequalities within our communities
Tackling the causes and consequences of climate change
Continued financial sustainability of the Council
Council’s role as a partner, enabler and leader

Library Service Strategy

The Library Service Strategy 2019-2023 outlines how the Service will continue to evolve, respond to local need and build open the flexibility and innovations that have been vital to service delivery in recent years.

Libraries are uniquely placed to change lives for the better – providing access to resources and enabling people to help themselves and improve their opportunities. Above all the Library Service aims to empower people to realise their potential, especially those from disadvantaged communities.

The strategy showcases how Coventry Library Service have made a real difference to people in Coventry and also looks into the future highlighting library interventions which will significantly improve life chances for people in Coventry.

Strategic Aims:

Improved reading, literacy and educational outcomes
Healthier, happier lives and a reduction in health inequality
Stronger, safer and more resilient, active communities
Access to Information and learning opportunities
Digital access and literacy
Culture, arts and creative enrichment
Helping everyone achieve their potential and helping local people into jobs

Legislative Framework and other Government documents

Public Libraries and Museums Act 1964
Obscene Publications Act 1959, 1964
Equality Act 2010
Race Relations Act 1976 and (Amendment) Act 2000
Video Recordings Act 1984
Framework for the Future – the government’s vision for public libraries for the next decade 2003
MLA Guidelines on the Management of Controversial Materials in Public Libraries
Sex Discrimination Act 1975
British Phonographic Institute/Library Association Agreement 1994
Copyright Design & Patents Act 1988
Disability Discrimination Act 1995
Human Rights Act 1998

Stock Management Policy

The policy sets out the principles by which books, audiovisual materials and other resources are acquired, managed and made available for the benefit of the people of Coventry within the budget available.

Stock will be managed to provide resources that customers want, when they want them, in a format appropriate for their needs. Beyond that, stock should be provided, promoted and made available in such a way as to interest, inform and excite our customers and provide a modern service with relevant diverse collections that support reading, information and learning.

Objectives include:

to provide an overall stock that will meet the needs of the whole community, recognising the needs of people with disabilities and those from diverse cultural, social and economic backgrounds

to challenge independent learners with resources that meet their current needs but encourage them to take a step further
to open up reading choices by promoting a breadth and range of fiction and non-fiction stock while also providing popular material which will enhance our customers' quality of life through reading
to ensure that the most relevant and cost-effective resources are made as accessible as possible
to increase participation and encourage new members

Stock Selection Criteria

Material is selected principally from designated suppliers that are the subject of a tendering process administered by the central buying consortium.

Sources of selection include:

library supplier selection process and standing orders
readers' requests and suggestions
bestseller lists
specialist suppliers
literary prize lists

Selection criteria include:

Content - authority and reputation of the author or publisher, educational or recreational value, quality, currency and accuracy of information where applicable.
Potential popularity - potential popularity of the author, subject or genre is assessed using information from the library management system, available published information and identified customer needs.
Format - quality of production and durability in terms of library usage
Publishing history - new edition of a proven title or new title in a proven series or from an authoritative information source
Cost - the cost of an item will be balanced against the benefits of the item to the overall stock and its potential usage
Coverage - consideration is given to the existing coverage of the subject or genre and whether an item adds anything new
Electronic resources - the authority subscribes to a number of online subscription services to support reading and information provision. These entail additional selection criteria, for example, licence agreements, access methods and a place within any regional or national acquisition arrangements. Where possible we will offer resources which allow home access to enhance the service provided
Self-managed Community Libraries may also select stock independently
Stock outside the scope of our collections

The following categories of stock fall outside the scope of our collections:

items containing out of date information
expensive luxury editions
items banned under UK law
items restricted for purchase by UK publishers
items containing information that is inapplicable to UK conditions and regulations
items intended for individual ownership, such as books with additional objects which form part of an integral package or textbooks, reading schemes or workbooks primarily intended for use by or with a teacher
items with a format unsuitable for their purpose, such as ring-bound books

Stock Selection Guidelines

It is not possible, within the resources available, for all libraries to have the same level of coverage, in terms of breadth and depth of Library stock. It is also the case that the physical constraints of existing buildings make it impossible to offer all services and complete stock coverage at every library. However, each library has a role as a gateway to the full range of resources available within the local library service and the overall library stock collection as a city-wide resource.

Materials selected for each library will be relevant and appropriate to the needs of the community it serves. To make the most effective use of resources not all libraries will provide all services or materials. The collection in any library will be based on an assessment of community need, levels of use and its place in the hierarchy of library provision.

Stock selection aims to provide all Library service points with a wide range of titles from stimulating challenging titles to popular blockbusters.

Material is also purchased to support:

General reading interests across all fiction areas
Lifelong Learning needs
Formal education to undergraduate level i.e., GCSE, A Level, NVQ, GNVQ, but excluding school textbooks
Information needs to enable readers to take a full and active part in the life of the city
Recreational interests both at a popular level and at a level that would satisfy the in-depth interest of the general reader
Needs for general Non-Fiction subjects both at a popular level and a level that would satisfy the in-depth interest of the general reader
Understanding of the City and the region through its history, geography and its contribution to literature (see Local Studies Collection criteria document)

New stock is selected on a co-ordinated city-wide basis, to ensure effective coverage, and informed by the stock specification based on the library bandings.

Electronic Resources

The Library Service provides access to a variety of electronic resources at a City Wide level which can be accessed both inside and outside of a Library building 24 hours a day 365 days a year.

The Library Service also provides a range of online resources – some of these can only be accessed from a Library building.

Income Generation

The need for some services to contribute to income generation through charges made for borrowing, means the level of potential use of these items will always be considered when deciding the level of provision.

Controversial Stock

The Chartered Institute of Library and Information Professionals (CILIP) states in its guidelines that:

“The function of a library service is to provide, as far as resources allow, all books, periodicals etc., other than the trivial, in which its readers claim a legitimate interest. In determining what a legitimate interest is the librarian may safely rely on one guide only – the law of the land. If the publication of such matter has not incurred penalties under the law it should not be excluded from libraries on any moral, political, religious or racist grounds alone, to satisfy any sectional interest”

Using this guidance, Coventry Libraries will make available the broadest range of material within its policy of freedom of access to all legally available information. It is acknowledged that on occasion individuals may find items in Coventry Libraries offensive. However, we do not label items to warn customers of potentially sensitive content and would only restrict access to material in order to protect it from damage or theft, not as a form of censorship.

The MLA guidance on controversial stock provides guidance to library authorities on the provision of library stock that may be considered controversial in nature, i.e., inflammatory and extremist.

Controversial material will be evaluated according to this stock policy. Decisions will assume that the adult reader can make his or her own critical and reasoned evaluation of views expressed in the content of the item. Where appropriate the stock team will enlist the assistance of relevant external agencies and advisory groups. In the interests of intellectual freedom material should not be rejected solely because it is considered controversial.

The library service welcomes suggestions for stock and feedback on stock policy. We will not, however, add or remove any item from our shelves solely at the request of any individual or group. Library staff are responsible for the management and disposal of stock following the principles outlined in this stock management policy. The final decision as to whether an item is considered suitable for library stock rests with the Head of Service.

It is the responsibility of parents, guardians or carers rather than the library staff to determine the suitability of materials used by their children.

Religious texts

Religious and sacred texts purchased by the library are managed in the same way as other stock items. They will be shelved in the same way as other items and may be withdrawn or replaced as part of the routine stock management process. Shelving of religious texts will be in accordance with the cataloguing system in place in any library and is not meant as a comment or reflection on that text.

Meeting Customer Needs

While meeting the needs of individuals is the prime focus of the Library Service, specific collections of material are offered to ensure that an equality of access is available to all.

Diverse Communities

People from all backgrounds and cultures have an equal right of access to Library services. Coventry is home to many different communities and the library service reflects this diversity in its physical and digital stock. Material is provided in a range of community languages where a significant need is identified and can be borrowed through any service point.

Every library stock books and other materials in English that reflect a wide diversity of cultures, experiences, and perspectives. Libraries stock resources for speakers of other languages who are learning English.

Children and Young People

The library service regards children and young people as a priority group and will provide an appropriate range of stock at every service point. The aims of Library Services stock provision for children and young people are:

to encourage a love of books and reading from the earliest age
to supply material and support for education, information and recreational
needs
to encourage all forms of literacy through a variety of media
to promote children’s literature of a high quality
to extend children’s personal development and knowledge through imaginative learning experiences
to introduce children and young people to a variety of life situations and
cultures, to encourage them to be sensitive to others
to support children’s independent reading/learning
to provide material suitable for children of all abilities to enable them to make informed life choices
to provide material in appropriate formats for children with special needs
to promote positive images
People who have difficulties reading standard print

Coventry Libraries aims to provide an equality of access to information and reading material across all libraries via its stock. Library stock is bought in:

large print and ‘talking books’
Subtitled DVDs at Central Library
Extra-large books for children

The charging policy reflects this provision as there are no loan charges for people who experience a visual or hearing impairment.

All Coventry libraries stock materials for people who wish to improve their literacy skills. Specialist collections are available at all Libraries for emerging and developing readers.

Feedback and Consultation

Finding out about the needs of users and potential users of the Library Service is vital to ensure that stock is customer-focussed and responsive to local needs and wider product and market trends. The Library and Service uses a range of mechanisms to find out about customer stock needs:

Front-line staff with direct contact with customers have responsibility for keeping up to date with product and market knowledge
Customer Comments are dealt with locally and monitored by local Library Managers
Requested items and customer suggestions are considered for selection using the Library Services selection criteria
Involvement of members of the community via Customer comments and feedback
Work with other authorities and specialist agencies
Use of activities and events to gather feedback, including reading groups, special promotions
Stock performance management information
National surveys highlighting trends

Performance Management and Benchmarking

The Library Service aims to make the most effective and efficient use of stock in line with Best Value principles. The service measures the effectiveness of its stock management through several performances' indicators. These are:

user satisfaction levels for the range of stock available

the number of new titles purchased for each Library
number of items added to stock through purchase per 1000 population per annum
the percentage of the library’s stock out on loan (volumes in circulation)
the length of time it would take to replace all items in stock (replenishment rate)
the number of issues per volume for different categories of stock
additional information provided through the Library Management System

Stock Audits and Reports

The Library Service uses the Library Management System to assist in the management of all stock. By analysing data from the Library Management System the Library Service, identifies stock that needs to be

removed from the shelves as it no longer issues
removed and potentially replaced as the item has been so popular that a newer copy should be made available
transferred from one library to another to maximising usage and increase choice
purchased to fulfil user demand based on existing Library stock issues.

The running of these reports will aid the Library Service in ensuring that users do not face a high number of items that have laid dormant on their shelves or are physically unattractive. By continually reviewing both understocked and overstocked subject areas the Library Service will be better informed to ensure that stock provision is matched to Library users borrowing patterns.

Editing and Replacement

The Library Service uses the stock audits and reports to issue clear guidance to library staff who are able to directly interact with the library stock.

Coventry Libraries editing strategy for materials within the library states items should be:

Attractively displayed (shelves should not be more than three quarters full, bays should always contain at least one display shelf)
Undamaged
Clean
Up to date (non-fiction)
Accurate in content (non-fiction stock)

To aid staff the following guidance is given on withdrawing stock

Stock should be discarded if it is in poor physical condition. Consideration will be given on replacing if the item has been borrowed by Library users.

An item of stock can also be withdrawn if it is out of date or beyond its sell by date in terms of physical condition and age.

The following criteria can be used:

Hardback Non-fiction; seven years old
Paperback non-fiction: six years as above
Hardback fiction; eight years old
Paperback fiction, six years old
Children's non-fiction; seven years old
Children's fiction; hardback – eight years old
Children's fiction; paperback – five years old
Picture books and picture fiction – four years old
The book has not issued in last 12 months

Circulation and Rotation

Library stock will be transferred between locations to ensure the meeting of Library user needs. All large print and talking book stock will be rotated between Library buildings to ensure customers have a wide choice to select from.

Donations and Gifts

Coventry Libraries accept donations of stock, they will only be added to stock if they are in an acceptable physical format and add value. Any donations not accepted will be subject to the same disposal guidelines as our own stock.

If the material is not in English acceptance will depend upon somebody with the appropriate language skills evaluating the donation in accordance with our Stock Policy.

Some authors and publishers send stock that we have not ordered, in the hope that we will buy a copy. Items will not be accepted unless they are wanted for our collection. All unrequested stock will be needed to be collected from one of our libraries as we will not pay the costs to return.

Sale

Items of no further use to customers will be sold, if possible, to generate income to support the service. Items may be offered for sale in libraries. No items may be earmarked for individual purchasers; as such a system may be open to abuse.

Items that remain unsold after the book sale are sent to a non-profit making company Better World Books to sell on our behalf. The library and literacy charities nominated by us receive an income from any stock sold.

Stock Acquisition

Tendering and Consortia

The Library Service is a member of the Central Buying Consortium which is a collection of Library Services who have come together to procure stock to ensure value for money. All arrangements with the Consortium follow Coventry City Council Procurement Policy.

A substantial portion of the media fund is spent purchasing stock from our principal supplier, currently Askews/Holts. This ensures that the library service can obtain discounts and achieve best value. We also purchase stock from specialist suppliers e.g., large print, books in other languages.

We will purchase stock from other suppliers e.g., Amazon if it is of value to our collections.

Supplier Selection

The majority of Library stock is selected through an automated supplier selection stock system provided by Askews/Holts based on a specification created by the stock team. This is monitored by the Stock Development Manager.

Selection procedures have been streamlined as a work task, as the Library Service recognises that staff involvement in stock selection processes must be time and cost effective. The balance of time between selection and stock management processes will reflect greater staff emphasis on stock promotion and presentation, to ensure stock is customer-focussed and actively promoted to customers

Only books and other formats that are legally available will be considered for purchase. If any item becomes subject to legal proceedings it will be removed from our shelves

Books in other languages are also selected through supplier selection based on a specification created by specialist Library staff.

Large Print and Talking Books are purchased using standing order plans.

Library Bandings

To enable automated stock selection Library service points are banded together to create purchasing profiles

Band 1: Central
Band 2: Foleshill, Jubilee Crescent, Stoke, Tile Hill
Band 3: Bell Green, Coundon, Willenhall
Band 4: Aldermoor, Allesley Park, Canley, Caludon Castle
Band 5: Hillfields, Holbrook

For the stock to reach the shelves as quickly as possible the Library Service is constantly reviewing the preparation process required of new stock and has automated the majority of all our ordering and adding of stock to the library management system.

Library user requested items and customer suggestions are considered for selection using Coventry Libraries’ selection criteria

Reader Development

The key aim of reader development is to open choices to reach new audiences and to move the reader on beyond their established pattern of reading.

The Library Service will do this through specialist collections of stock and stock arrangement within a Library.

Reading Groups

A collection of multiple copy paperback books is held at Central Library for use with reading groups. The collection contains a wide range of classic, literary and contemporary fiction, along with works in translation and a selection of non-fiction titles. Reading groups are encouraged to suggest titles for inclusion in the collection.

Specialist Collections

Libraries will develop specialist collections e.g., Reading Well aimed at targeted communities and will be placed in each library across the city

Presentation and Promotion of Stock

Stock promotion is undertaken to:

make the best use of stock
raise awareness of the range of stock and services available, including on-line access
promote books, reading, literacy, lifelong learning, digital skills and social inclusion
offer choice and opportunities for reader development, inspiring and encouraging users and potential users to try something new

Displays

Are used to highlight the range and choice of stock available to customers and will use a range of approaches to maximise opportunities for promotion, e.g., dump bins, power positions and display tables.

Displays will:

target new and younger audiences, as well as highlighting stock for existing users
present imaginative and challenging reading material and choices
bring together areas and formats of stock dispersed by the Dewey classification scheme and fiction stock categories, and feature under-used stock
use a high quality of presentation, e.g., headings
exploit professionally produced promotions
take advantage of new books sections
take advantage of local and national promotional opportunities
enable smaller libraries to highlight stock not normally available

Face-forward

Display of stock will take advantage of professionally marketed book covers. Face forward displays will be:

refreshed on a regular basis as part of shelving, tidying and maintenance routines
feature a wide range of stock, again featuring material that will appeal to new, young and minority groups
used as an opportunity to represent books that may have been ‘shelf-sitting’ and not issuing
Used to highlight less accessible stock, for example from lower shelves

Signs and Shelf Guiding

Signage and guiding will be used to highlight areas of the library that are helpful to users, to enable access and raise awareness of stock in all areas. Fiction will be arranged to maximise choice and browsing, with a limited number of bookshop categories, and non-fiction in Dewey order and themed sections.

Staff Competencies

Coventry Libraries and Information Services fosters a culture of learning, to train, develop and support its staff, through induction, training sessions, workshops and visits to other authorities. The following staff competencies are required to fulfil the Coventry Libraries and Information Services Stock Policy:

Knowledge - product awareness, the latest publishing and market trends, service and corporate objectives, local customer needs and community profiles, and equality and diversity awareness
Skills – active listening skills, asking relevant questions, use stock maintenance and rotation procedures, create displays and face-forward, identify readers' needs and how they might be met, support literacy, encourage wider and deeper reading
Abilities – build knowledge of books that will appeal to different target groups in libraries and outside the library in community settings
Behaviour – proactive and, above all, enthusiastic promotion of stock in both day-to-day contacts with customers and in community settings

ICT acceptable use policy

You are responsible for the use of the computer and the internet during your booking. This booking must be made using your own library card. Library staff will monitor your use of the internet and other computer software, remotely or by visual checks.

You must indicate your acceptance of this policy or you will not be able to use the computers or the Internet.

The Council provides free public access to computers and the internet for your education and learning, information and leisure needs.
The Council has no control over the information provided over the internet and has no responsibility for the quality, authenticity, accuracy and legality of the information you get through the Internet.
Filtering software is used to restrict access to illegal, offensive or inappropriate websites. We do not guarantee its effectiveness.
Children and young people aged 15 or under must get written permission from their parent or guardian before they can use the internet.

You must not intentionally access or transmit material that is illegal. This includes pornographic, defamatory and materials inciting racial hatred, websites depicting or inciting terrorist or criminal acts. You should be aware of your responsibilities under the Obscene Publications Act (1959 and 1964), the Telecommunications Act (1984), The Race Relations Act (1976 and 2000). You must not access or transmit material that may be deemed to offend; for example sites of extreme violence or depicting death or suicide.

Remember these two things

Your use of the internet may be monitored.
You are in a public place and other people may be able to see the sites you are on.

The following misuse of the People's Network will result in suspension

Any attempt to visit prohibited or illegal sites, damaging the equipment or altering computer settings.
Failure to tell staff immediately if you go on a prohibited website by mistake.
Printing material without following copyright law.

If you feel that you have been unfairly treated while using the computers or the internet or have been unfairly suspended, you have the right to appeal any decision made.

Libraries privacy notice

Coventry City Council complies with the Data Protection Act and the UK GDPR and is registered with the Information Commissioner’s Office (ICO) as a Data Controller.

This Privacy Notice explains how personal information is going to be used, what for, who it will be shared with and why.

Why we collect and use Personal Data about you

When you ask to join the Library, we ask you to provide us with personal data so that we can grant access to the services you have signed up for.

We use this information to set up your library account so you can use the library facilities:

Assign you an appropriate borrower type, e.g. child or adult
Send you information relating to your account, e.g. notifications about requested or overdue items
Update you on circumstances e.g. a bookable event in the Library that has had to be cancelled
Enable us to carry out specific functions for which we are responsible
Assess the quality of our services
Evaluate and improve our performance
Derive statistics which inform decisions about future delivery of services

Library buildings employ CCTV to aid in the prevention and detection of criminal activities.

We process personal data because it is necessary to comply with our legal obligations of providing a Public Library Service (Public Libraries and Museums Act 1964)

What information do we collect about you?

Title
Full name
Address
Contact details including phone number and e-mail address
Date of birth
Parent/guardian/carer details – if appropriate
Library borrowing history
CCTV image

From 1 December 2025, we may collect the following optional data:

Gender
Sexual orientation
Ethnic background
Religious background
Disability
Marriage status
Service in the armed forces
Care of the local authority

Who we share your personal data with

We will share data with:

Insight Media – This is a company we work with to help us manage booking public computers in our libraries
Police, schools and Coventry City Council departments for the prevention and detection of crime

We will share optional demographic data with:

Coventry City Council departments for statistical reports reflecting on library usage by different Coventry communities

How long will we keep your information?

We only keep information about you in order to process your membership of the Library Service. This is initially for a period of up to four years but will be extended if your membership is renewed. CCTV images are kept for a period of 30 days.

Your rights

You have the right to:

Ask to see the personal information we hold about you
Ask us to change information we hold about you if it is wrong
Ask us to delete the information we hold about you
Ask us to limit the way we use your personal information
Ask for human intervention regarding decisions made about you by a computer
Data portability (have your data transferred to another Authority)
Complain to the Information Commissioner’s Office

To exercise any of these rights please contact Coventry Libraries and Information Service and/or email libraries247@coventry.gov.uk [mailto:Libraries247@coventry.gov.uk]

Complaints

You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by the council regarding your data. In these circumstances, you can contact the Data Protection Team (DPO) and request a review of the decision.

If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioner’s Office at:

The Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF.

Date of last review: September 2025

Exhibition & Poster Display Policy

1) Purpose and Scope

Coventry Libraries and Information Service (‘the Library Service’) provides open, equitable and impartial access to information of educational, cultural, civic and social value. This policy sets out how exhibitions, posters, digital materials and promotional content are assessed, accepted and managed across all Coventry Libraries locations. It ensures compliance with statutory obligations, professional ethics, national guidance and Coventry City Council communications standards.

2) Guiding Principles

Legal & Ethical Framework: Public Libraries and Museums Act 1964; CILIP Ethical Framework; CILIP/Arts Council ‘Managing Safe and Inclusive Public Library Services’; Coventry Libraries’ Byelaws; UK equality, safeguarding, health & safety and copyright law; Coventry City Council communications policies and public sector accessibility guidelines.
Intellectual Freedom & Neutrality: Libraries support the free expression of lawful viewpoints. Displaying a poster or digital item does not imply endorsement. Decisions follow professional guidance on intellectual freedom and freedom of expression.
Safe & Inclusive Spaces: All displayed materials must contribute to a safe, respectful and welcoming environment for all users.
Accessibility: Materials must be clear and accessible; adjustments may be required to meet Council accessibility standards.
Transparency & Fairness: Decisions use consistent and impartial criteria.
Compliance: All materials must comply with Library Byelaws and all applicable UK legislation.

3) Definitions

Display materials include posters, flyers, brochures, leaflets, exhibition content and similar items. Digital promotional materials including graphics or information intended for social media or digital signage. Commercial advertising refers to promotion of paid goods or services not primarily informational.

4) Priority for Display Space

Coventry Libraries events and statutory notices
Coventry City Council information
Local community information (non-commercial), NHS/Police/public services
Registered charities and voluntary organisations
Educational, cultural, civic or recreational organisations
Commercial publicâinterest information (e.g., job fairs)

5) Conditions for Acceptance

Materials must be:

legal, decent, honest and truthful
suitable for all audiences including children
Quality: A4 size or smaller preferred; clearly attributed, dated where relevant

The Library Service cannot guarantee duration or preservation of displays.

6) Exclusions

Materials will not be accepted if they:

breach UK law
promote partyâpolitical campaigning or lobbying
seek to convert individuals to a religious belief
contain harmful, discriminatory, offensive or exclusionary content
solicit donations or petitions unless authorised
promote commercial goods or services (informational material of public benefit only may be considered)
encourage illegal behaviour or substance misuse
include inappropriate themes for children or vulnerable groups.
commercial advertising is not accepted except where clearly informational.
are likely to cause alarm, distress, harassment or provoke confrontation.
contain demonstrably misleading, false or deceptive information.
include extremist, radicalising or inflammatory content, even where not unlawful.
contain graphic, explicit or disturbing images unsuitable for a mixed age public environment.
material that may compromise safeguarding responsibilities toward children or vulnerable adults.
contain personal data or identifiable images used without consent.
misrepresent or falsely implies endorsement by Coventry Libraries, Coventry City Council or another public body.

7) Exhibitions

Exhibitions are assessed for public benefit, suitability, safety, accessibility and neutrality. Content notices may be applied where sensitive themes are included.

8) Submission & Distribution

Materials may be submitted to any library or to Central Library for wider distribution. Submission does not guarantee acceptance. Digital materials must meet Council branding, accessibility and formatting expectations.

9) Digital Promotion and Social Media

Coventry Libraries’ social media tag is @covlibraries. External organisations may tag Coventry Libraries, but the Library Service will decide what to share or promote. All digital promotion must follow Coventry City Council communications guidelines and Social Media policy.

10) DecisionâMaking and Accountability

Decisions are made by the Head of Service or delegated managers. Records will be kept for declined or removed materials.

11) Handling Concerns or Complaints

Concerns are reviewed under this policy and recorded. Formal complaints follow Coventry City Council’s complaints procedure.

12) Accessibility and Presentation Standards

Materials must be legible, clean and professionally presented. Inclusive and accessible design is strongly recommended.

13) Data Protection & Safeguarding

Personal data included in materials is handled under Council data policies. Materials must not compromise safeguarding responsibilities.

14) Review Cycle

This policy will be reviewed every 24 months or sooner if national guidance or legislation changes.

Events, Meetings & Use of Library Spaces Policy

1. Purpose of the Policy

This policy governs the safe, lawful and equitable use of Coventry Libraries’ meeting rooms, event spaces, open areas and outreach points. It includes public events, talks, workshops, community sessions, information tables, thirdâparty hire and informal group use. It ensures compliance with safeguarding, neutrality, accessibility and health & safety requirements.

2. Guiding Principles

Legal & Ethical Framework

Public Libraries and Museums Act 1964
CILIP Ethical Framework (intellectual freedom, impartiality, equality and diversity)
CILIP/Arts Council England: Managing Safe and Inclusive Public Library Services

Intellectual Freedom & Neutrality: Events may express a wide range of lawful viewpoints without implying endorsement by Coventry Libraries. Decisions about hosting events are made in line with national professional guidance supporting intellectual freedom, such as the CILIP Safe and Inclusive Public Library Services framework, which stresses the importance of freedom of expression within legal limits.

Safe & Inclusive Spaces: All activities must maintain the safety, dignity and wellbeing of library users, including children and vulnerable adults. This principle reflects national guidance on ensuring that public spaces are safe, welcoming and inclusive for all communities.

Accessibility: Organisers must inform the library of any accessibility needs so that reasonable adjustments can be considered. Meeting spaces should be used in ways that support equal access in line with UK equality legislation referenced in national public library guidance.

Transparency & Fairness: Decisions follow consistent, documented criteria, are grounded in professional ethics (e.g., impartiality and evidenceâbased decisionâmaking), and are aligned with national guidelines for managing public events and the appropriate use of public space.

Compliance with Library Byelaws & UK Law: All organisers, attendees, and activities must comply with Coventry Libraries’ Byelaws, which set expectations for behaviour and prohibit actions that compromise safety or disrupt the library environment. Activities must also comply with relevant UK legislation (e.g., equality, safeguarding, health & safety, and copyright law), as reinforced in the national CILIP/Arts Council guidance.

3. Room Availability, Types and Facilities

Coventry Libraries operate across a range of locations, each offering different types of spaces and facilities. While some libraries provide dedicated private meeting rooms, others offer semiâprivate areas, flexible community spaces, or open zones suitable for group activities, information tables or public events. Availability varies by site, and not all libraries are able to accommodate every type of booking. All bookings, whether for private meetings, public events, community sessions or information stands, are subject to the same overarching conditions set out in this policy and apply consistently across every Coventry Libraries location, regardless of room type, size or level of privacy. Booking forms include details of facilities and available equipment at each corresponding location.

4. Marketing and Promotion

Any public advertising for events must refer to the service as Coventry Libraries and, where relevant, name the specific venue (e.g., Central Library). Promotional materials must follow Coventry City Council communications standards and comply with the Library’s Poster and Display Policy. Coventry Libraries may choose whether to share, promote or collaborate on external content via its social media channels (tag: @covlibraries).

5. Opening Hours and Access

Library opening hours are advertised online. All bookings must vacate the rooms 15 minutes before closing. Outâofâhours use must be agreed in advance and is subject to additional charges.

6. Booking Requirements

All bookings must be made using an official booking form. A booking is not confirmed until approved by the Head of Service or delegated managers and required fees are paid. Coventry Libraries may cancel bookings with seven days’ notice or immediately where safety or byelaw breaches occur.

7. Eligibility & Exclusions

Events may be hosted where they contribute to the aims of the Library Service. This includes:

Cultural, arts, heritage and literary events
Educational, skillsâbased or informational sessions
Community, civic and charitable activities
Health and wellbeing events delivered by reputable providers
Publicâinterest organisations (e.g., NHS, Police, public safety, consumer rights)
Commercial bookings for meetings, training or neutral information sessions
Activities that support community cohesion, creativity or learning in line with national publicâlibrary guidance

All accepted events must align with the principles of safety, neutrality, accessibility and inclusion, as outlined in national guidance.

Events will not be permitted if they:

Breach UK law or Coventry Libraries’ Byelaws
Promote partyâpolitical campaigning or lobbying, or aim to influence voting or political outcomes
Seek to convert individuals to a religious belief
Contain harmful, discriminatory, offensive or exclusionary content, including content targeting protected groups
Solicit donations, fundraising or petitions unless expressly authorised
Promote commercial goods or services (except where the content is clearly informational and in the public interest)
Encourage illegal behaviour, unsafe activities, or substance misuse
Include inappropriate themes, content or imagery for children or vulnerable groups
Include commercial advertising, except where it is factual, neutral and not promoting paid services
Are likely to cause alarm, distress, harassment or provoke confrontation, undermining the library’s duty to maintain safe and inclusive public spaces
Contain demonstrably misleading, false or deceptive information, including misinformation or disinformation
Include extremist, radicalising or inflammatory content, even where not unlawful, in line with national guidance on controversial materials
Contain graphic, explicit or disturbing imagery unsuitable for a mixedâage, public environment
Compromise safeguarding responsibilities towards children or vulnerable adults
Misrepresent or falsely imply endorsement by Coventry Libraries, Coventry City Council or another public body.

8. Safeguarding for Children & Vulnerable Adults

Events involving children or vulnerable adults must comply with Coventry City Council safeguarding policies. External organisers may be required to submit safeguarding statements and relevant risk assessments. Appropriate supervision ratios are mandatory. Content must be ageâappropriate and nonâharmful. Staff may terminate events posing safeguarding risks.

9. Health & Safety Responsibilities

Organisers are responsible for the safety of attendees and must share evacuation information before activities begin. All attendees must sign the attendance register where required. Cinematograph exhibitions must not be shown before 10:00. Smoking is prohibited throughout the building. Organisers must ensure safe movement for attendees with mobility issues, including evacuation.

10. Conduct & Behaviour

All attendees must comply with library conduct standards and byelaws, and any disruptive, unsafe, discriminatory, or abusive behaviour may result in an event being terminated. Decorations, flags or signage may only be displayed with prior approval, and no notices may be affixed to walls, doors or other surfaces without permission. Content, materials and language used at children’s events must be ageâappropriate and must not include themes unsuitable for children or vulnerable groups. Events covering sensitive subjects—such as health, bereavement, abuse or mental health—must be discussed with library staff in advance to ensure a suitable space, appropriate content warnings and the necessary safeguarding measures are in place.

11. Information Tables, Research & Outreach Stands

Permitted only for neutral, informational purposes. Staff may request advance review of materials. External representatives must not pressure customers or collect personal data without appropriate consent. Stands must not obstruct access routes or compromise safety. Research activities may only take place with prior approval and completed in a way that does not interrupt library users or interfere with scheduled groups. Approaches to organised groups must be preâarranged, and all customer participation must remain strictly voluntary.

12. Risk Assessments

Events may require a documented risk assessment. External organisers may be required to provide copies of relevant risk assessments. Staff may impose mitigation controls or decline bookings where risks cannot be safely managed.

13. Fees & Charges

Fees apply according to commercial or community/charitable status. Outâofâhours surcharges apply. Fees are displayed on the Coventry City Council website and on inâlibrary posters. The Head of Service may authorise free use for events promoting library services.

14. Damage, Loss & Liability

Organisers are liable for any damage caused to the building, furnishings or equipment. The Library Service is not responsible for lost or damaged property brought onto the premises. Organisers must indemnify the Council against costs arising from copyright breaches or other legal infringements.

15. Advertising & Promotion

All promotional materials must make clear that the event is organised by the hirer, not Coventry Libraries. Materials must not be displayed on library premises without approval. Library staff may withdraw approval if necessary for safety or neutrality.

16. OutâofâHours Use

Use of library facilities outside normal opening hours is permitted only with prior agreement, subject to staffing availability and outâofâhours fees. All events must finish in time to allow full building closure procedures.

17. Review & Governance

This policy is reviewed every 24 months, or earlier if legislation, byelaws or national library guidance changes. It is owned by the Head of Service, Coventry Libraries and Information Service.

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