Policies & Procedures

Circulation Policy:

Loan periods and limits are as follows:

MaterialLoan PeriodLimit Per Card
Books21 Days50
Audiobooks21 Days20
Music CDs21 Days20
Video Games21 Days1
E-Readers21 Days1
Board Games21 Days1
DVDs & Blurays14 Days10
Magazines14 Days50
Museum Passes3 Days1

There is a combined limit of 50 items of any type per card.

Loan periods and limits may vary for other types of materials.

The library does not charge late fees until an item is 28 days overdue. At that point, the item will be marked as lost on the patron’s account. A $1.00 re-processing fee will be added for each lost item, and the patron will be notified and directed to either return the lost materials within 30 days or pay the appropriate replacement costs.

If a patron damages an item, the patron must pay for it to be replaced The patron is responsible for the full cost of the item as listed in the catalog regardless of the scope or extent of the damage. Replacement copies are not accepted.

The library cannot issue refunds for previously paid fines.

The library honors the policies of other libraries. If a patron borrows an item from another library, that library’s circulation fees, renewal limitations, and other policies must be enforced. We do collect payment for circulation fees attached to other libraries’ materials, but not for lost or damaged items. In those cases, patrons must contact the originating library directly or pay the costs online through their C/W MARS account.

Except where otherwise noted above, the library abides by the Standard Loan and Fee Guidelines determined by C/W MARS.


Card Policy:

Any Massachusetts resident may apply for a library card at the circulation desk. All we require is a photo ID with your current address on it. If your ID’s address is incorrect, we ask that you provide a utility bill or other form of standard mail with your name and the correct address displayed.

For children aged 12-17 who do not have a photo ID, we require a parent or guardian be present who has an ID or an active library card.

For children under 12, a legal parent or guardian who has a photo ID or active library card is always required to be present in order of us to issue a card.

Library cards for new patrons are free. If you are moving into Douglas and already have a card from another C/W MARS library, we will replace it with a Douglas card for free. If lost, replacement cards cost $2.00.

We ask that you always have your library card on hand when transacting business at the circulation desk or over the phone in order to protect your security and privacy. If you do not have your card number available, we will ask you to verify information on the account before we make transactions or provide information. We will only do this three times, though, before we ask you to either supply your card or purchase a replacement.

If the personal or contact information on an account proves to be inaccurate at any time, we will immediately block the account until we are able to correct the error.

Library cards issued at Douglas will work at any CWMARS library, and any CWMARS library’s card will work here. Fines and blocks apply throughout the system.


Computer Use Policy:

The Simon Fairfield Public Library aims to provide free and open access to as many informational resources as we possibly can. As part of that aim, we provide computers for public use and Internet access—a tool so ubiquitous that it is an integral public service. Though we provide access, we do not control, endorse, filter, or monitor the information on the Internet for content or accuracy. The individual user is responsible for judging of the appropriateness and value of information accessed online. In the case of minors, this responsibility belongs to the parents/guardians.

Though we strive to provide free and open access, consideration must be made for the fact that the library is a public space where individual privacy is respected. In consideration, you agree to the following policies upon making use of our computers or wifi network. Infraction of these policies can result in a loss of computer or library privileges depending on severity, appealable before the library director or the board of trustees:

  1. In order to protect personal information and privacy, patrons must log out after each session on our public access computers. The library does not accept liability for damages done due to negligence of this procedure.
  2. Installing or removing software on library computers is not allowed (please see staff to ask for additional programs).
  3. Changing user settings such as display, power options, wallpaper, etc. is not allowed.
  4. Viewing sexually explicit or lewd materials is not allowed.
  5. Harassment of other individuals (either on-site or remotely) is not allowed.
  6. Destroying or damaging equipment or data is not allowed.
  7. Unauthorized copying of copyright-protected material is not allowed.
  8. Violation of software license agreements is not allowed.
  9. Unauthorized use of computer accounts, access codes, or network identification assigned to others is not allowed.
  10. Any unethical or illegal use that is not in compliance with local, state, and federal laws is not allowed.

We highly recommend never giving your personal information on the internet, remembering that people you meet online may not be who they say they are, never arranging to meet someone you meet online face-to-face, and remembering that not everything you read online may be true.

Library staff can provide general guidance on use of the computers and the Internet, but does not perform tasks on behalf of patrons. Library staff typically cannot advise on problems with specific websites, e-mail accounts, or other applications other than suggesting sources for instruction.

Library staff reserves the right to limit the computer use of individual patrons when demand exceeds our available resources.


Patron Behavior Policy:

In order to provide a comfortable and safe environment for all patrons, staff, and volunteers, and in order to protect the property and assets of the library, the following behaviors are not permitted when on the premises of the Simon Fairfield Public Library. Depending on the severity, violation of these rules of conduct can result in the temporary or permanent revocation of any or all library privileges by the library director. Appeals can be made before the board of trustees at monthly board meetings.

  • Disruptive behavior, such as creating loud noises, loud talking, screaming, or cursing.
  • Possession of weapons unless authorized by law.
  • Entering into the Library attired in a manner as to be disruptive to the environment.
  • Having offensive body odor that interferes with other patrons’ ability to use the library.
  • Leaving personal items unattended.
  • Neglecting to provide proper supervision of children (See Child Safety Policy)
  • Inappropriate use of library property.
  • Engaging in any activity in violation of the computer use policy.
  • Gambling.
  • Using audible devices set at a volume that disturbs others.
  • Littering.
  • Smoking, chewing, or other tobacco or vaporizer use.
  • Failing to comply with a staff request to cease behavior that interferes with the effective functioning of the library.
  • Verbally or physically harassing/threatening other patrons, volunteers, or staff.
  • Being under the influence of alcohol or controlled substances.
  • Damaging or defacing Library property.
  • Possession or use of alcohol or any other controlled substance.
  • Assault, fighting, or challenging to a fight.
  • Refusing to leave the library when asked by staff.
  • Offensive touching, sexual acts, or indecent exposure.
  • Trespassing in nonpublic areas of the library.
  • Engaging in any behavior that would constitute a felony under applicable law.

Facilities Use Policy:

The Simon Fairfield Public Library welcomes use of its facilities in keeping with its mission and vision. Any group making use of Library facilities must comply with the Library’s Patron Behavior Policies and behave in a manner that acknowledges the rights of others to a safe, peaceful, and respectful environment. Use of Library facilities shall not interfere with normal library activities, and Library sponsored events will always take priority.

  • The main floor of the Library is always available on a first come-first served basis, except when in use for scheduled library programs—in which case staff will make every reasonable accommodation to relocate patrons.
    • Adults are asked to make use of the Reading Room (West) if it is available.
    • The Williams Room (East) is intended for children and young adults, but is available to all patrons if the Reading Room is already occupied.
    • The Spooner Room is reserved specifically for young children and parents. Adults and teens without accompanying children are not permitted to loiter in this space.
  • The Wallis Room (Loft) is available to be used by small groups upon request and approval by Library staff. The person requesting use of the Loft will have to fill out a Wallis Room Application and will be held responsible for the orderly conduct of the group and for any loss of, or damage to, Library property.
  • The Carrick Room, which doubles as our main programming space, can be reserved for use by groups not exceeding 22 people upon application to the Director (see Carrick Room Application). The Carrick Room will not be available if it is set up and configured for a Library program. Applications for use of the Carrick room must come to the Director at least two weeks in advance. Other than what is noted on the application, Library property in the Carrick Room is to remain untouched. It is not permitted to enter any other room in the basement, except in order to go to and from the restroom. Use of the Carrick room after operating hours is reserved solely for groups directly affiliated with the Library or the Town of Douglas at the discretion of the Director Organizations using the Carrick Room may be asked to either:
    • a) supply a Certificate of Insurance that meets the standards of the Town of Douglas Insurance Coverage Policy or
    • b) Obtain and submit an Activities Release Form for each participant.

The following policies also apply to all individuals and groups using the Library:

  1. All groups and individuals using Library facilities are expected to return furniture, fixtures, and toys to their originating position and clean up after themselves.
  2. The Library is not responsible for lost, stolen, or damaged equipment.
  3. Authority to approve or deny use of Library properties lies with the Library Director. Appeals may be made to the Board of Trustees if the applicant is dissatisfied with the Director’s decision.
  4. All groups and individuals using the library must comply with all staff requests and directions promptly and respectfully.
  5. All events and gatherings at the library must conclude in a timely fashion so that clean-up is done before the Library closes.
  6. All events at the Library must be of a public and non-profit nature.

Tutoring Policy

In light of its mission and vision, the Simon Fairfield Public Library permits tutoring and private instruction on the main floor of the Library in accordance with the following guidelines:

  • Space on the Main Floor of the Library is available for tutoring on a first come-first served basis.
  • Any fees that are negotiated for tutoring are between the tutors and students. The Library is in no way involved in fees charged. All arrangements, monetary or otherwise, must be made between the tutor and student outside the Library.
  • Tutors may provide instruction to a maximum of two students per tutor, per session. Any sessions involving three or more students must take place in the Loft and be free for any to join.
  • All tutoring sessions cannot exceed 1 hour.
  • The Library does not sponsor, recommend, or assume liability for the work and/or activities of the tutor. The tutor is responsible for establishing communication and with students and their parents.
  • Tutoring sessions must be scheduled to end at least 10 minutes prior to closing. Tutors must make sure that students have arranged for a ride home that will arrive before closing. The Library assumes no responsibility for children left unattended.
  • It is preferred that the parent, guardian, or other responsible person remain in the Library while the student is being tutored.
  • Tutors and students are subject to the Library’s Patron Behavior Policy.

Interlibrary Loan Policy:

Because of the nature of mediated interlibrary loans and our need to maintain good relations with other lending networks, special restrictions apply to interlibrary loan and Commonwealth Catalog items.

  • Interlibrary loan due dates are set by the lending institution, and must be strictly honored. If you need to renew an interlibrary loan, you must inform us at least 7 days prior to the due date. We will request a renewal from the lending institution, but there is no guarantee that they will grant the renewal request. If they do not, the original due date must be honored.
  • Interlibrary loans fulfilled through Douglas must be returned in person at the circulation desk during our open hours. If you return your interlibrary loan in the book drop or to another library, you will be barred from placing any future interlibrary loans at Douglas.
  • If an interlibrary loan is not returned in person by the listed due date, or if the loaning institution is for any reason unsatisfied with the condition of the return, you are responsible for all associated costs, including but not limited to late fees, replacement fees, processing fees, and repair fees. The library will pay the lending institution on your behalf, you will be invoiced by the library, and your account will be blocked until the fees are paid in full.