Prince William Public Libraries

Code of Conduct Policy

Approved by Acting Director 2/28/2024

Introduction

Prince William Public Libraries (PWPL) is committed to protecting the rights and safety of staff, visitors, and volunteers. PWPL is a shared public space that respects all library users’ needs and diverse expectations. Everyone is expected to comply with the Code of Conduct to allow all visitors to enjoy a welcoming and safe environment. The Code of Conduct applies everywhere PWPL provides service: on all library property, at library events in the community, through our website or social media, and by phone, chat, or email.

Visitors are responsible for abiding by the following guidelines:

1. Visitors on library property must remain fully clothed and wear shoes.


2. Only ADA-recognized service animals and animals performing in library programs are permitted in library buildings.


3. Violent, threatening, harassing or abusive behavior toward another person–verbally, physically, or in writing, including all electronic media that inhibits staff from performing their duties or visitors from using the library is prohibited.


4. Visitors are expected to maintain safe behavior and not engage in activities or behavior that may result in damage to library property or the property of others.


5. Visitors may not possess, dispense, use, or be under the influence of illegal drugs or alcohol on library property.


6. Visitors are not permitted to smoke, vape, or use tobacco products of any kind within library buildings.


7. Visitors are expected to maintain reasonable noise levels. Unreasonable noise levels include but are not limited to shouting and listening to electronic devices at a volume that disturbs staff from doing their duties or visitors using the library.


8. Visitors are prohibited from using computers or internet access if the activity is in violation of applicable federal, state, and local laws, including Virginia Code §18.2-374.1:1 (child pornography), Virginia Code §18.2-372-§18.2-374 (obscene materials), or Virginia Code §18.2-377 (obscene materials), or materials deemed harmful to juveniles Virginia Code §18.2-390. See “Library Internet and Wi-Fi Acceptable Use Policy” for more information.


9. Visitors must always keep all personal property with them and must not block aisles, shelves, or entrances.


10. Visitors may only consume food in designated areas. Covered drinks are permitted within the libraries.


11. Food and drink are permitted in the Community Room. Please see "Use of Community and Study Room Policy" for details.


12. Soliciting or distributing literature without prior approval is prohibited. See “Solicitation and Signage Policy” for more details.


13. Children under the age of 12 must always be accompanied by a parent, legal guardian, or caregiver and should not be dropped off at the library. If a child is unattended, PWPL staff will contact the child’s parent, legal guardian, or caregiver. Children 12 and older may use the library unattended, provided they follow the PWPL Code of Conduct. See “Unattended Children and Vulnerable Adults Policy” for details.


14. Staff can assist vulnerable adults using library resources but cannot provide assistive care or assume responsibility for their safety. Legal guardians or caregivers are responsible for their vulnerable adult’s behavior and appropriate use of the library materials and space. PWPL staff will intervene if vulnerable adults are left unattended or if there are concerns over safety, disruptive behavior, property damage, or well-being. See “Unattended Children and Vulnerable Adults Policy” for details.


15. Visitors must obey all local, state, and federal laws on library property, at library events, and through the library website and social media.

Please be aware that staff may ask any visitor to leave when they are in violation of the Code of Conduct. Staff may contact the appropriate authorities if a visitor refuses to leave when asked or engages in any unlawful activity. Visitors could lose certain library privileges depending on the circumstances.

Confidentiality of Loan Records Policy

Approved by Acting Director 5/8/2024

Prince William Public Libraries hereby adopts a policy that specifically recognizes its records identifying the names of library users with specific materials to be confidential. This information is in accordance with the Virginia Freedom of Information Act under code 2.2-3705.7, 3., which protects the library records from the Freedom of Information Act:

"Library records which can be used to identify both (i) any library patron who has borrowed material from a library and (ii) the material such a patron borrowed."

NOTE: A parent or legal guardian, as the person financially responsible for the record of their child, is allowed complete access to their child’s library card and record, and is afforded the same rights as are allowed for their own record.

Library Animal Therapy Policy

Reviewed by the Prince William County Attorney's Office June 13, 2024

Prince William Public Libraries (PWPL) staff shall offer programs to the public, in and out of the library buildings, to promote the library and its services and to advance PWPL's vision and mission. Programs should align with PWPL's Strategic Plan, be equitable, and not be chosen based on personal beliefs or political views.

To ensure that all participants, both staff and public, are safe in programming that involves animals, PWPL adheres to the following standards as outlined by Prince William County government (County):

CERTIFICATIONS, TRAINING, AND HEALTH REQUIREMENTS

• Handlers:
• All handlers must be PWPL approved vendors.
• License and Tags:
• All therapy animals must meet local, county, and/or state license or permit regulations and have an owner identification tag.
• Health:
• All therapy animals must comply with local, county, and/or state vaccination and health requirements, which may include distemper, Parvovirus, Parainfluenza, and Bordetella. A copy of the animal's immunization records must be included in the proposed Therapy Animal Policy packet and maintained by PWPL and available on-site at any animal therapy event or interaction.
• Proof of proper training and certification of the K-9 therapy animal and handler from a recognized and respected certifying authority must be included in the MOU maintained by PWPL.



INSURANCE REQUIREMENTS

Any vendor or volunteer organization approved to facilitate interactions between therapy animals and specified individuals at Library-sponsored events, whether regularly or on special occasions, must provide a commercial general liability certificate of insurance for the handler and therapy animal, with coverage of at least $1,000,000 per occurrence and "Prince William County Government" named as an additional insured. The vendor must update and provide certificates with their vendor MOU, and PWPL will maintain current paperwork with the Programming Office.

For events where the public will interact with therapy animals, PWPL staff will help the vendor manage and administer participant waiver forms and PWPL will maintain records for one year with the Programming Office.

EVENT/INTERACTION REQUIREMENTS

1. Supervision: A PWPL employee must be designated to manage and actively monitor the event and interactions.
2. Specified Area: Therapy Animal interactions must be limited to a specific, defined space that includes signage identifying the activity taking place. The setup must allow personnel who do not wish to participate to easily avoid the area without disrupting their work or workspace.
3. Identification: K-9 therapy animals and handlers must wear a harness, vest, cape, identification tag, or other gear that readily identifies their status.
4. Control: The handler must be in full control of the therapy animal at all times. The care and supervision of a therapy animal is solely the responsibility of its handler.
5. Leash: Except when crated, the K-9 therapy animal must be on a leash at all times. The only exception is for animals trained to perform preapproved tricks and stunts as part of their program.
6. Clean-up Rule: The handler must:
1.   Always carry equipment sufficient to clean up the animal's urine and feces.
2.   Never allow the animal to urinate or defecate on any property, public or private, unless the handler immediately removes the waste.
3.   Be responsible for properly, disposing of the animal's feces and for any damage caused by the waste or its removal.
4.   Crates and cages must be clean and odor-free.
7. Disruption: The handler must immediately remove a therapy animal that is unruly or disruptive from library facilities upon request from the designated Supervisor.
8. Food and Water Areas: Food and water areas must be provided and kept clean. Food must be properly stored.
9. Incident Reporting: The supervising employee or Public Safety Volunteer is required to immediately report any incidents involving therapy animals and/or handlers to County Risk & Wellness Services.

OPTION TO OPT OUT OF THE EVENT

For personal, cultural, and/or medical reasons, some PWPL staff may choose not to interact with therapy animals, and the staff's supervisor must take steps to respect that choice. Staff may notify their supervisor ahead of the event time to request to opt out of the event. PWPL prohibits retaliation against any employee who opts out of therapy animal events.

COMMUNICATION REQUIREMENTS

All PWPL policies are available on the internal PWPL SharePoint page. This policy will also be available on the PWPL website and reviewed annually.

All vendors are required to sign a Program Agreement/MOU at least 30 days before the event.

Library Cards and Fees – Borrowing Privileges Policy

Approved by the Library Director June 6, 2025

Prince William Public Libraries (PWPL) library borrowing privileges are extended to individuals who meet eligibility requirements for a free library card or purchase a nonresident library card.

A person applying for a library card must provide proof of eligibility that verifies their address, i.e., driver's license, checkbook, postmarked letters addressed to the applicant, car registration, rental agreement, lease, utility bill, official online documents, or other identification.

PWPL requires a parent or legal guardian of an applicant under 18 to sign a Library User Agreement accepting responsibility for the materials checked out on the minor’s library card. The minor’s signature on the Library User Agreement form is not required.

Check Out of Materials

Library cardholders can borrow up to 100 items and must present a valid library card, the library card number, or identification to check out or renew items. If no library card, library card number, or identification is available, a borrower is limited to three (3) items upon verbal verification of phone number and address.

Loan Period

The loan period for items is three (3) weeks. Eligible items will be automatically renewed up to four (4) times as long as they are eligible.

Checkout Restrictions

A library cardholder will be restricted from borrowing items and library computer privileges if they owe $20.00 or more in fees. At the discretion of PWPL staff, a borrower may still be able to borrow up to three (3) items.

Lost, Missing, Damaged, Interlibrary Loan, and Other Materials Fees

• A borrower may be responsible for costs associated with damaged items, lost items, missing pieces from items, Interlibrary Loan fees, debt collection fees, returned check fees, or any other fees related to their account.
• Sixty (60) days after an account reaches $100.00, it becomes a debt collection issue, and an additional $10.00 service charge is then added to the account.
• Refunds cannot be issued for any fees paid on borrowed items.

PWPL Program Terms and Conditions

Revised March 2026

Supplier Registration: All paid performers and/or firms must register in the Prince William County Supplier Portal.

If Supplier is already registered, Supplier must confirm that the mailing address and banking information on file is up to date. Confirming this information ensures that payment is sent as quickly as possible.

Purchase Order: For paid programs, the County shall issue a Purchase Order to the Business to provide the services specified. The Purchase Order indicates that sufficient funds are available and shall act as the Contractor's notice to proceed. Services shall not begin until receipt of the Purchase Order by the Business. Free programs do not require a Purchase Order. The Terms and Conditions attached to the Purchase Order include important information and Suppliers are encouraged to review them carefully.

Payment: The County will make payment using the method selected on the Supplier’s profile in the Supplier Portal, within 30 days after completion of services and after receipt of an acceptable invoice. For businesses that are not equipped to provide an invoice, the PWPL Requester shall notify the PWPL Financial Services Division (in writing) that the services have been completed successfully, which shall serve as an invoice. No “advance deposits” shall be made by PWPL. Payment will be made within 30 days of the final session of the program.

Facility Closure: If PWPL must close due to inclement weather or other unforeseen circumstances, PWPL reserves the right to reschedule the program within two months at a time suitable to the vendor without incurring any additional fees or charges.

Graphics: Marketing information or promotional images (high-resolution photos, company logos, ADA disclaimers if applicable, etc.) may be sent to the PWPL Point of Contact. Photos must be at least one (1) megabyte and in focus. PWPL retains the right to edit submitted material for marketing purposes.

On-Time Start: Setup and takedown time are not included in the length of the program. Paid performers and/or firms shall arrive in time to complete setup and facilitate the start time of the program as agreed. Programs which do not start on time may be canceled at no cost to PWPL.

Code of Conduct: The Program Agreement may be terminated without payment by PWPL if performer violates PWPL’s Code of Conduct.

Sales: Book, CD, or DVD sales must be operated through the Friends of the Library. Such sales must be approved in advance by PWPL. All other solicitation for services or sales are prohibited by the PWPL Solicitation and Signage Policy. The distribution of business cards and/or fliers listing product information (relevant to the program) is permitted.

Photography: Performer agrees to comply with PWPL’s Policy on Photography, Videotaping, and Use of Other Recording Devices.