Public Library and Information Services Policy April...

Library and Information Services Policy for Nelson Mandela Bay Municipality:

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TABLE OF CONTENTS PAGE

Acronyms and Abbreviations 4

Definitions 4

FOREWORD 6

1 POLICY BACKGROUND AND OBJECTIVES 8

1.1 Principles 9

1.2 Values 11

1.3 Vision Statement 11

1.4 Mission Statement 11

1.5 Strategic Policy Objectives 12

1.6 Applicability and Scope of the Policy 12

2 UNDERSTANDING THE SOUTH AFRICAN LIS POLICY ENVIRONMENT 13

2.1 Relevant Legislation and Policies 14

2.2 Local By laws 17

2.3 Types of Libraries in South Africa 17

2.3.1 Legal deposit libraries 18

2.3.2 Academic libraries 18

2.3.3 Special libraries 18

2.4 The NMBM Public Library and Information System 19

3 GOALS AND OBJECTIVES OF THE NMBM PUBLIC LIBRARY’S POLICIES

3.1 Library Services Policy Goals 19

3.1.1 Library Services Policy objectives 20

3.2 Educational Services Policy Goals 21

3.2.1 Educational Services Policy objectives 21

3.2.2 Educational Services Policy objectives for high school students 22

3.2.3 Educational Services Policy objectives for adults 23

3.3 Recreational Services Policy Goals 23

3.3.1 Recreational Services Policy objectives 23


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3.4 Reference and Research Services Policy Goals 24

3.4.1 Reference and Research Services Policy objectives 25

3.5 General Information Provision Policy Goals 26

3.6 Socio-Cultural Development Policy Goals 27

3.7 Information and Communications Technology (ICT) Skills Development

Policy 28

3.8 Funding 29

3.8.1 National 29

3.8.2 Provincial 29

3.8.3 The Municipality 30

3.9 The Friends of the NMBM Public Libraries Policy Guidelines 30

3.10 Grants Policy 32

3.11 Partnership Policy 32

3.12 Public Relations Policy 33

4 LIBRARY SYSTEMS AND PROCEDURES 35

4.1 Accessibility 35

4.2 Users’ Responsibilities and Conduct 35

4.2.1 Young children 35

4.2.2 Disruptive children 36

4.3 Selection and Collection Development Policy Objectives 36

4.3.1 Responsibility for materials selection 37

4.3.2 Selection criteria 37

4.3.3 Gifts and donations of materials 38

4.3.4 Interbranch loan 38

4.3.5 ‘Weeding’ materials 39

4.3.6 Potential problems or challenges to selection 39

4.3.7 Challenged materials 39

4.4 Circulation Policy 40

4.4.1 Registration 40

4.4.2 Lost or forgotten cards 40

4.4.3 Loan periods 41

4.4.4 Reserved materials 41

4.4.5 Overdue notices, fines and charges 41


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4.4.6 Damaged materials 42

4.4.7 User confidentiality 42

4.5 Reference Services Policy 42

4.6 Equipment-Use Policy 43

4.7 Internet-Use Policy 43

4.7.1 Expectations 44

4.7.2 Warnings 44

4.7.3 Internet-use guidelines 45

4.8 Meeting-Room Policy 45

4.9 Displays and Exhibits 46

4.10 Public Notice Bulletin Board Policy 47

4.11 Disasters Policy 47

4.11.1 Fire 47

4.11.2 Health emergencies 47

4.11.3 Storms 48

4.12 Periodic Revision of Library Policies 48

5 CODE OF CONDUCT 48

6 CONCLUSIONS 50

7 REFERENCES AND SOURCES 53

APPENDIX 57

Form: Internet-Use Agreement 57

Form: Statement of Concern about Library Resources 58


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Acronyms and Abbreviations

IDP NMBM Integrated Development Plan towards Vision 2020

LIS Library and Information Services

NMBM Nelson Mandela Bay Municipality

The Municipality The Nelson Mandela Bay Municipality

The Policy The Public Library and Information Services

Policy document

The White Paper The White Paper on Arts, Culture and Heritage (1996)

Definitions

“Constitution” means the Constitution of the Republic of South

Africa, 1996 (Act No. 108 of 1996).

“Business Unit” means the department responsible for the

administration of public library matters in the

Municipality.

“Library” means a building established by the Municipality, housing

a collection of library materials, organised and

systematically arranged for easy access to information,

and managed by a Silo.

“Library authority” means any legal entity that accepts responsibility

for the control and conduct of a library. For the sake of

this policy, this legal entity is the Nelson Mandela Bay

Municipality.


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“Library material” means any book, periodical, manuscript, chart,

map, video cassette, slide, filmstrip, audio cassette,

compact disc, computer software, or any other material

supplied by the library services for reference or loan.

“MFMA” means the Municipal Finance Management Act, Act

No. 56 of 2003.

“Province” means the Province of the Eastern Cape,

established by Section 103(1)(a) of the Constitution.

“Public Finance

Management Act” means the Public Finance Management Act No. 1 of 1999.

“Regulation” means a regulation made under the National Councils for

Libraries and Information Services Act No. 6 of 2003 of

the Province of the Eastern Cape.

“Silo” means the directorate responsible for the service in the

department.

“Users” means any and all members of the community or general

public who enter library premises or who wish to make

use of library facilities or resources within the NMBM.


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FOREWORD

The Constitution of the Republic of South Africa, Act No. 108 of 1996, Section

29(1), states that everyone has the right to education and information —

including adult basic education and further education, which the State, through

reasonable measures, must progressively make available and accessible. The

Nelson Mandela Bay Municipality (NMBM) public library system, in pursuit of this

right, and in fulfilment of the government’s obligations under the Constitution to

make information progressively available, puts forward in this Policy document a

new framework for the NMBM Library and Information Services.

Libraries are an integral part of our society, providing access to educational,

cultural, and recreational documents, programmes and other types of resources.

Various types of libraries and resource centres play a vital role in providing

information, supporting formal and non-formal education, and promoting a

culture of reading and learning. Formal policy is needed to address past

shortcomings and meet future challenges. As transformation takes place at both

the Municipality and local levels, a national policy can set the required norms and

standards. Robust library and information services (LIS) are a solid contribution

to social reconstruction and development. As transformation continues at both

the Municipality and local levels, this policy document sets the required norms

and standards for public libraries in the NMBM.

A pertinent reality is that the facilities and resources associated with LIS, as well

as recreation, the arts, culture, heritage, and those used in general education are

still skewed in favour of historically advantaged minorities due to the past policies

of apartheid. The measures outlined here are aimed at developing a well

equipped, vibrant, innovative and responsive public library system through which

the residents of the municipality can develop their full potential and contribute to

the building of a democratic and prosperous society.


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Building a responsive library system involves keeping abreast of scientific and

technological advancement, while the challenges and opportunities of the

information age mean that high-quality education and training and lifelong

learning among citizens are essential if the NMBM is to keep up with changes in

the nature of knowledge as well as new methods to eliminate illiteracy.

Information and communications technology (ICT) has become such an

indispensable vehicle in socio-economic progress that the New Partnership for

Africa’s Development identifies ICT as central to the struggle to reduce poverty on

the continent. ICT increases access to information and education, enables the

poor to participate in making decisions that will impact on their lives, and

provides hope for overcoming barriers created by social and geographical

isolation.

Thus, any policy for public libraries needs to consider new technologies for

disseminating information without neglecting the traditional means of sharing and

storing information. As such it becomes important for the NMBM Public Library

and Information Services Policy document to be guided by the role of public

libraries as centres for the promotion of lifelong learning and innovative

knowledge-sharing. Hence, this NMBM Public Library and Information Services

Policy seeks to create an enabling environment for the NMBM public library

system to successfully implement modern ways of meeting the demands of

promoting literacy, education and access to information.


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1 Policy Background and Objectives

The NMBM has an estimated population of 1.3 million (NMBM Integrated

Development Plan Towards Vision 2020, 2002–2006: 4). “Historically, the

population growth of the [NMBM] is approximately 2.8% per annum, but with the

impact of HIV/AIDS it is likely to see growth reduced to 1.9%. By 2010, it is

estimated that [the Nelson Mandela Bay Municipality area] will have a total

population of 1.5 million” (NMBM Integrated Development Plan Towards Vision

2020, 2002–2006: 4). Interestingly, the NMBM has a relatively youthful

population, as 38% is below the age of 20, thereby accentuating the need to

consider matters relating to education and access to information. Furthermore, an

estimated 56% of the municipal population were unemployed in 2002 (NMBM

Integrated Development Plan Towards Vision 2020, 2002–2006: 10).

The General Household Survey (GHS) of July 2005 states, “…Among learners

aged 7–15 years, attendance rates rose from 96.3% in 2002 to 97.8% in 2004

and 97.9 % in 2005. There was a decline in the percentage of learners aged 7–24

years who were not attending an educational institution because of a lack of

money for fees — from 39.6% in 2002 to 35.4 % in 2005. Among persons aged

20 years and above, the percentage that had completed Matric rose from 21.1%

in 2002 to 21.9 % in 2005. However, although one in every ten persons aged 20

years and above (10–12%) still had no formal education, the percentage of

persons in this category was 12.1% in 2002 compared with 10.2% in 2005.”

(GHS, July 2005: IV)

Table 1 below illustrates this point further.


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The combination of poverty, illiteracy and unemployment is a critical challenge for

the Municipality area. Citizens’ lack of access to past information and emerging

information and varying degrees of basic knowledge and education contributes to

economic underdevelopment and lack of regional growth. Accordingly, the NMBM

public library system must enable its role-players to make a positive contribution

to the growth of the area and to the personal growth of citizens.

Innovations in educational and information development programmes can ensure

that children, women, disabled persons, the economically disadvantaged, and

persons of all races living in the NMBM can make a positive impact on the area.

1.1 Principles

It is published for general information that the Premier of the Province of the

Eastern Cape has assented to the Libraries and Information Services Act No. 6 of


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2003. The Act aims to provide for the establishment, administration and control

of LIS in the province, and for matters relating to that.

In developing its LIS Policy, the Municipality has done so guided by the following

principles:

1. Ensure the sustainability, development and transformation of library

services in the NMBM public library system.

2. Promote the general use of public libraries in the Municipality and ensure

that the public understands the role of the NMBM public library system.

3. Maintain effective and efficient public library services.

4. Ensure integration of all library services, activities and programmes.

5. Provide library services and equitable access to them for all citizens and

communities.

6. Promote learning, reading, research, recreation and culture through

information resources.

7. Provide library material that meets the information, education, research,

recreation and cultural needs of all communities in the NMBM.

8. Ensure that the Business Unit works with individual libraries to identify

training needs in the Municipality, and helps to coordinate certain activities

to address those needs.

9. Develop and maintain an extensive electronic information system for public

libraries in the Municipality.

10. Ensure that the Directorate works with interested parties to coordinate and

provide library services that include special community groups, particularly

people with disabilities, multicultural language groups, and newly literate

citizens.

Thus, this document will serve the purpose of providing a framework for the

provision of a NMBM public library system that fulfils the aims of the Libraries and

Information Services (LIS) Act No. 6 of 2003.


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1.2 Values

This policy document is based on the following values:

a) That access to, participation in, and enjoyment of information,

cultural expression, and the preservation of one’s heritage are basic

human rights.

b) These rights are not luxuries or privileges as we have generally been

led to believe.

c) The Bill of Rights of the Constitution further entrenches these rights

by asserting that:

i. Everyone has the right to freedom of expression, which includes

freedom of artistic creativity;

ii. Everyone has the right to use the language of their choice and

to participate in the cultural life of their choice.

These are the basic values that will be upheld by the Municipality library officials

at all times.

1.3 Vision Statement

The NMBM public library and information system empowers the community

through its centres of excellence. It meets the citizens’ needs with regard to

access to information and library resources — thereby enhancing education,

culture and recreational opportunities and experiences in the Municipality.

1.4 Mission Statement

“The mission of the library service of the Nelson Mandela Bay Municipality is

a. to provide library resources in various formats to the entire Nelson

Mandela Bay population and the varied communities that reside therein;

b. to foster a lifelong reading culture;

c. to provide information that enhances skills and interests;


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d. to provide educational material as an essential adjunct to both the

formal and informal education system; recreational material for leisure

and as a supplement to information and education;

e. To provide cultural material that adds to an understanding of other

cultures not only in South Africa, but worldwide.”

1.5 Strategic Policy Objectives

In pursuit of its mission to provide library resources in various formats to the

population and to foster a culture of lifelong reading, the NMBM has identified the

following strategic policy objectives:

a) Through its annual budget, allocate funds for libraries, culture and

heritage.

b) Provide access to information and library services to all persons,

groups, communities, and especially to historically disadvantaged

individuals across the municipality’s geographical spread.

c) Broaden the existing mechanisms for the distribution of resources for

all forms of information and culture, with due regard to the specific

needs of the individual.

d) Promote multilingualism in the library services in accordance with the

Constitution.

e) Inculcate a strong sense of pride and knowledge for all aspects of

culture, heritage and the arts while building mutual respect, tolerance

and intercultural exchange, as well as forms of education to facilitate

the emergence of a shared cultural identity characterised by diversity

in the Municipality.

1.6 Applicability and Scope of the Policy This Policy document applies to all members of the library staff, Municipality

officials, Councillors, and all members of the community or general public who

enter library premises or who wish to make use of the library facilities and

resources within the NMBM.


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Public libraries have been identified by the Constitution of South Africa as having

a Schedule 5 function, which means that library services fall within the

competency of the provincial government. The legal framework for local

government to provide public library services will be determined once the Eastern

Cape Library Ordinance has been ratified. Therefore, in terms of scope, this policy

document provides general principles that can be expanded once the legal

framework is in place.

The public library service of the NMBM is a forum for all points of view as it

adheres to the principles of intellectual freedom as expressed in the

INFLA/UNESCO Public Library Manifesto (1994). Library collections and services

should not be subject to any form of ideological, political, or religious censorship,

nor commercial pressures.

2 Understanding the South African LIS Policy Environment

In her paper Library and Information Policy in South Africa in the Nineties and

Beyond: Process, Product and Practice (2001: 36), Nassimbeni notes:

“...the policy terrain has become more complex with the LIS [library and

information services] sector having to align itself with developments...in the

government’s information policy and the African Renaissance. President

Thabo Mbeki has linked it to a number of themes. Among the themes that

he has identified are the creation and production of knowledge as a

powerful engine for growth and development, the rediscovery of cultural

identity and the building of a modern information communication

technology infrastructure.”

Nassimbeni’s observation provides a succinct summary of the environment in

which the NMBM Public Library and Information Services Policy will have to not

only exist, but also to meaningfully contribute. The current South African LIS

environment is such that there is a demand for knowledge that will lead to


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broader growth and development. Considering the South African history of

apartheid, there is demand for building national identity while promoting diverse

cultural identities. There is also the great need to respond to the global trend

towards increased use of information and communication technologies. The NMBM

Public Library and Information Services Policy needs to speak to these issues.

2.1 Relevant Legislation and Policies

The following legislation has a bearing on the different role-players in the South

African LIS sector:

• The Constitution (Act No. 108 of 1996) describes the legislative

framework for the governance of LIS in South Africa. It clearly states that

libraries, other than national libraries, are a provincial responsibility. Each

of the nine provinces is therefore obliged to develop a legislative framework

within which public library and information services can be provided.

• The Copyright Act (Act No. 98 of 1978, amended 1992) protects all

literary, musical and artistic works, whether in written, printed or digital

form.

• The National Education Policy Act (Act No. 27 of 1996) enables the

development of national policies that will contribute towards quality

education, including founding school libraries. Standards for these libraries

are the responsibility of provincial education departments, so coordination

between national and provincial education departments is imperative.

• The National Archives of South Africa Act (Act No. 43 of 1996)

provides for a National Archives, the proper management and care of the

records of government bodies, and the preservation and use of a national

archival heritage.

• The Films and Publication Act (Act No. 65 of 1996) regulates the

distribution of certain publications, and the exhibition and distribution of


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certain films. It also provides for the establishment of a Film and Publication

Board and a Film and Publication Review Board.

• The Legal Deposit Act (Act No. 54 of 1997) requires producers and

publishers of published material to deposit a certain number of copies of

their publications in the five legal deposit libraries. It also requires a Legal

Deposit Committee to be responsible for coordinating and promoting

implementation.

• The South African Library for the Blind Act (Act No. 91 of 1998), the

first of its kind in the country, provides separate legislation for LIS to blind

and print-handicapped people in South Africa through the Library for the

Blind in Grahamstown, Eastern Cape Province.

• The National Library of South Africa Act (Act No. 92 of 1998) focuses

on the information-needs of the nation in order to enhance the

development and delivery of effective library programmes, services and

products. The Act facilitates a common platform for information technology,

with a view to achieving optimal use of limited resources and coordinated

systems.

• The Promotion of Access to Information Act (Act No. 2 of 2000) aims

to foster a culture of transparency and accountability in public and private

bodies through citizens’ right to access to information, and also to empower

people to gain access to information that will enable them to exercise and

protect their rights.

• The National Council for Libraries and Information Services Act (Act

No. 6 of 2001) provides for a council to advise the Minister of Arts,

Culture, Science and Technology on LIS issues. The council interacts with all

LIS role-players (at local, provincial or national level) and, most

importantly, advises on policy as well as operational matters across the

entire LIS system; it is therefore best placed for dealing with issues of

coordination.

• The Draft National Cultural Policy identifies culture as a contributing

factor in nation-building efforts. The policy seeks to provide all communities


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with access to historical and cultural collections. The National Cultural Policy

seeks to launch a national literacy programme. The policy recognises the

need to develop resource materials for schools including library materials.

• Labour Relations Act No. 66 of 1995.

• Basic Conditions of Employment Act No. 75 of 1997 supersedes all

conditions of employment contracts. It provides for all aspects of the

workplace, including work hours, leave, payment and termination of

employment.

• Employment Equity Act No. 55 of 1998.

• Occupational Health and Safety Act.

• Transfer of Staff to Municipalities Act No. 17 of 1998.

• Cultural Institutions Act No. 119 of 1998 under which public libraries

are “declared institutions” under Section 3. And as such are corporate

bodies which are subsidised by Parliament. The Act further provides for the

establishment of a National Council.

• Local Government Municipal Structures Act No. 117 of 1998 sets the

criteria for a Municipality municipality, its business and delegation to

municipal council committees.

• Culture Promotion Act No. 35 of 1983 (amended 1998).

• Municipal Finance Management Act, Act No. 56 of 2003.

Since the early 1990s several important policy documents have been published

and initiatives undertaken to give direction to planning and provisioning for LIS in

South Africa. The following are especially relevant:

• National Education Policy Investigation (NEPI): Library and Information

Services (1992)

• Arts and Culture Task Group (ACTAG) Report (1995)

• White Paper on Arts, Culture and Heritage (1996)

• Inter-Ministerial Working Group on the Library and Information Services

(1997)

• National Policy Framework for School Library Standards (1999).


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In this context, a new vision for our information, culture and learning heritage is

outlined. Such a vision is underscored by Article 27 of the Universal Declaration of

Human Rights: “Everyone shall have the right to freely participate in the cultural

life of the community, to enjoy the arts and to share in scientific advancement

and its benefits.” It is the objective and role of the Ministry of Arts, Culture and

Heritage to ensure that the right of everyone to freely practice and satisfy one’s

artistic and cultural expression and to enjoy the protection and development of

one’s heritage are realised.

Finally, we must recognise global trends, in that we are living through an

information revolution, and so must be aware of the impacts this has locally,

while we actively shape these trends to suit our own circumstances. For example,

the notion of the English language as the only language of communication is

breaking down, and previously ignored languages are emerging. Another new

activity in education is the concept of ‘edutainment,’ wherein education and

entertainment are blended through computer-based systems. Time and space are

less of a constraint than before, since electronic information can effectively

transcend all boundaries. Thus, the NMBM Public Library and Information Services

Policy needs to adopt locally relevant principles as well as to assert secondary

policies that can keep up with global trends.

2.2 Local Bylaws

Public institutions are required write their own bylaws according to the interests

of the people. These bylaws outline the purpose and the operational procedures

of specific matters. In this case, the Nelson Mandela Bay Municipality has elected

to write this policy, with the aim of addressing the purpose and all operational

requirements for its public library system.

2.3 Types of Libraries in South Africa


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The following subsections summarise the different types of libraries found in

South Africa. This information is provided to the reader for background and

contextual purposes.

2.3.1 Legal deposit libraries

The Legal Deposit Act (Act No. 54 of 1997) provides for five legal deposit

libraries: the National Library (Pretoria); the National Library (Cape Town); the

Natal Society Library (Pietermaritzburg); the Bloemfontein Public Library; and the

Library of Parliament (Cape Town).

2.3.2 Academic libraries

There are 36 tertiary institutions in South Africa, either universities or technikons;

all of them have a library. Following a report by the Council for Higher Education,

there are discussions underway to merge these institutions into 21 (Towards a

New Higher Education Landscape: Meeting the Equity, Quality and Social

Development Imperatives of South Africa in the 21st Century, Shape and Size of

Higher Education Task Team, Council on Higher Education, 2000).

Budget constraints severely limit efforts to develop library collections because

most academic books, among other material, must be imported. The decline in

the value of the Rand and the tax on books compounds the problem. Many

libraries rely on university libraries for inter-lending. A decline in collection

development will affect access to and availability of information in general.

The NMBM public library system shall form partnerships with university libraries in

the Municipality for the above-mentioned purposes.

2.3.3 Special libraries

Special libraries in the municipality include those meant to accommodate special

interests and which often have research facilities in them. According to this policy

these libraries could form an interlibrary lending scheme for their users, and so


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maintain the same standards as the other libraries by allowing books to be

borrowed through interlibrary loan.

2.4 The NMBM Public Library and Information System

The vision statement of the NMBM public library and information system describes

a service institution that empowers communities by meeting their needs with

regard to access to information. Efforts to achieve this vision include addressing

skills shortages among staff members and Municipality residents.

The NMBM public library services range from facilities for collecting information

and giving access to all sorts of information, to facilities that assist job seekers,

such as through notice boards, newspapers, electronic media, human resources

and print media. Services and programmes should be initiated to promote literacy

and create better-informed residents.

The role and standards of the NMBM public library and information system aims

to complement the various efforts made by all spheres of government and the

programmes of other business units as guided by Vision 2020 and contained in

the IDP.

3 Goals and Objectives of the NMBM Public Library’s Policies

The NMBM shall pursue its vision through the secondary policies described in this

section.

3.1 Library Services Policy Goals

It is essential to adjust and link services to priorities. Certain priorities, for

instance children’s services and science and technology, may seem far removed


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from each other, however public libraries have historically adjusted to the needs

of each generation. Likewise, the library services of the NMBM, as part of its

primary goal, shall improve the standards that have existed throughout the

history of public libraries through its centres of excellence.

3.1.1 Library Services Policy objectives

As key objectives of the Library Services Policy, the NMBM public library system

will aim to acquire/achieve or make the following easily accessible to users in a

variety of formats:

a) Books and other media for loan

b) Books and other materials for use in the library

c) Information services that use both print and electronic media

d) Readers’ advisory services and reservation services

e) General community information service

f) Services in support of literacy

g) Research and development of special programmes and events

h) Study services and facilities

i) Guidance and assistance for users

j) Sponsorship and implementation of programmes, exhibits, displays

and book lists which will appeal to children and adults

k) Cooperation with other community agencies and organisations

l) Endeavour to secure information beyond its own resources when

requested (e.g., using interlibrary loans and other resource-sharing

methods provided through the system and state)

m) Lend to other libraries upon request using the national interlibrary

loan system

n) Develop and provide services to users with special needs

o) Maintain a balance in services to various age groups

p) Cooperate with, but not perform the functions of, school or other

institutional libraries


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q) Provide service during hours that best meet the needs of the

community, including evening and weekend hours

r) Regularly review the library services being offered

s) Use media and other public-relations mechanisms to promote the full

range of available library services.

Importantly, service provision with respect to the above shall not be confined to

the library building itself but shall extend directly to users when access to the

library is not possible for them. These users may include crèches, schools and

informal settlements that are out of the usual library services radius.

3.2 Educational Services Policy Goals

With respect to educational services, the NMBM public library system will strive

to achieve the following goals:

a) The system must coordinate and provide educational services along

a continuum that includes awareness-building, inculcating a culture

of lifelong learning, and providing access to educational programmes

that empower users to acquire the knowledge, attitudes and much-

needed skills to succeed in a diverse and technological society.

b) All NMBM libraries must serve users’ career needs and the need for

technical education for students of all ages.

3.2.1 Educational Services Policy objectives

In proving educational services, the NMBM public library system shall endeavour

to:

a) Coordinate and facilitate opportunities to expose young library users

to a wide range of fields and careers so that they may begin to

explore the application of their own interests and talents to the

future world of work.

b) Coordinate and facilitate opportunities for middle school students to

discover career interests and aptitudes.


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c) Coordinate relevant materials and basic instruction in technical and

career skills through linking academic skills with experimental

applications.

d) Introduce materials and academic experiences that begin to prepare

primary school students for responsible citizenship through

instructional methods that promote teamwork, communication skills,

and the ability to plan, execute and complete a project, and any

other skills that can help future learning.

e) Help support a seamless transition for students from higher primary

school to high school through linked curricular sequences,

opportunities for participation in service learning and community

service, and other career awareness-building opportunities that

involve all school learners.

3.2.2 Educational Services Policy objectives for high school students

The NMBM public libraries shall work hard to ensure that the following services

are rendered to high school students:

a) Coordinate and support instructional and experimental opportunities

for exploring specific careers.

b) Coordinate career decision-making services to assist students in

discovering their career interests and talents, and in selecting

secondary and post-secondary education options.

c) Coordinate and facilitate curricular pathways to career choices.

d) Coordinate and facilitate instructional training in ‘employability’

skills, and provide opportunities especially for high school students

to experience employment through cooperative education

programmes, internships and other school-to-work programmes.

e) Build links with local higher education institutions and with local

employers to assure the most seamless transition possible to post-

secondary education and to the world of work.


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3.2.3 Educational Services Policy objectives for adults

The NMBM public library system shall help render the following services to adults

and visitors in the area:

a) Publicise information about educational opportunities available

through the Department of Education, using media that are usually

available to all adults in the Municipality.

b) Provide strategies for the adult community to voice its needs and for

the Department of Education to regularly assess adult needs for

personal and professional programmes.

c) Provide regular opportunities for adults to explore personal and

professional interests and talents through seminars, workshops and

short courses.

d) Provide regular programmes to address adults’ acquisition of English

as a medium of instruction and the basic skills required for their

various roles as workers, parents and community leaders.

e) Provide ongoing programmes for adults to obtain and enhance their

individual academic and technical credentials.

3.3 Recreational Services Policy Goals

The goal of the Recreational Services Policy of the NMBM shall be to provide

recreation and leisure opportunities for residents of all ages.

3.3.1 Recreational Services Policy objectives

In order to achieve this goal the NMBM public library system shall work to achieve

the following:

a) Address the needs of the community through social and cultural

activities.

b) Promote active and passive recreational reading as an essential,

casual educational aspect of everyday and community life.


_______________________________________________________________________________________ - 24 -

c) Promote the individual, community, economic and environmental

benefits of an active recreational reading programme.

d) Promote recreational reading for the elderly, bed-ridden, house-

bound, etc., for biblio-therapeutic purposes.

Thus, the recreational responsibilities of the system will be to plan and coordinate

various educational and leisure activities for participants of all ages.

3.4 Reference and Research Services Policy Goals

With respect to references and research, the NMBM commits itself to meeting the

following policy goals:

a) The library must provide reference services to users of all ages and

literacy levels, in person and by telephone, the entire time it is open.

b) The library must provide staff that have extensive general knowledge

and are trained in reference work, including reference work with

children, during all hours the library is open.

c) The library should put in place procedures that accurately record and

measure the number and types of requests for information that are

made and which requests have or have not been answered

satisfactorily; this data must be incorporated into its planning

process.

d) Services at individual libraries will participate in system-coordinated

backup references, an interlibrary loan service, and accurate and

timely service delivery.

e) The library should collect data about the local community and make it

readily accessible (community information). The role and

responsibility of the library includes helping establish a

comprehensive network of information services, products and

opportunities within the community and municipality.


_______________________________________________________________________________________ - 25 -

f) A minimum of one public library in the Municipality should collect

information on the Municipality’s local history and keep a

comprehensive audio collection relating to culture, history, and

traditions in the Municipality.

g) Librarians must accept that the vast amount of information that can

be accessed via the Internet is of variable quality and accuracy, and

thus it is the function of the librarian to guide users towards reliable

information and resources that meet the user’s requirements.

3.4.1 Reference and Research Services Policy objectives

The following objectives are meant to guide the provision of reference and

research services:

a) The library reference and research services should satisfy the

information needs of library users by accurately identifying the

information required and then guiding the user to the most

appropriate source or providing the information itself. In particular:

i. Professional staff members who have the ability and experience

to evaluate available material and select the most authoritative works

should select material for the reference collection.

ii. The professional staff should be familiar with and fully trained to

utilise the computerised library system to retrieve relevant non-fiction

publications.

iii. To provide a minimum standard of service, a basic reference

collection must be provided, optimally including:

• Dictionaries (e.g., English language and indigenous languages;

bibliographical)

• General encyclopaedias and specialist encyclopaedias (e.g., in

social sciences, physical science, technology)

• International almanacs (e.g., Whitaker’s)


_______________________________________________________________________________________ - 26 -

• International yearbooks and yearbooks for South Africa and

countries that have an impact on South Africa

• Atlases

• Statistical material

• Special subject material of local interest, for example

community and business directories

• Telephone and fax directories

• Electronic resources (if Internet site access is provided)

• Bibliographies

• Government directories

• Guides to the legal system

• Indexing, abstracting and other bibliographic services.

3.5 General Information Provision Policy Goals

The policy goals and objectives with respect to general information provision by

the NMBM are outlined below:

a) The NMBM public library system should provide structured and

uniform systems (i.e., a catalogue) for the description, location and

retrieval of information from various information resources in the

library.

b) Information is only useful to the extent that it can be found and used

for the intended purpose of the user. The more effective and

convenient the access provided by the library to its various

information resources, the more useful the resources and information

become to users. Access to sources of information is achieved by

capturing bibliographic data in the library catalogue and by the

physical shelf-readiness of the library. Bibliographic data identifies,

describes and helps locate specific works of intellectual or artistic

creation, in whatever form they exist — the end result being a

bibliographic record.


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3.6 Socio-Cultural Development Policy Goals

The overall goal of a Socio-Cultural Development Policy for the NMBM public

libraries is to focus cultural and artistic development in the community and to

help shape and support the local cultural identity. This goal may be achieved

through the following objectives:

a) Working with local organisations, providing space for cultural

activities, organising cultural programmes, and ensuring that cultural

interests and intentions are represented in the library’s materials.

b) Holdings that reflect the variety of cultures represented in the

community, support cultural traditions, and are provided in the

languages spoken and read in the community.

The Socio-Cultural Development Policy acknowledges that:

a) All NMBM public libraries are a public space and a potential meeting

place.

b) Use of the library for research, study and finding information relating

to the user’s education and leisure interests is essential, especially as

use brings one into informal contact with other community members.

c) All NMBM public libraries should realise their role as agencies for

change.

d) All NMBM public libraries should abide by the principles of freedom of

information, thus collections and services must not be subjected to

censorship and personal prejudice. The interests of the community

and the public at large shall always be upheld.

e) All NMBM public libraries should be accessible to all.

f) All NMBM public libraries should provide an equally available service

to all Municipality residents and visitors.

g) All NMBM public libraries should deliver active support to local needs

and culture, and the provision of community information and


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libraries-without-walls (i.e., services provided beyond the collection in

the library building).

3.7 Information and Communications Technology (ICT) Skills

Development Policy

Information is essential to the development of individuals and the society. It is a

basic human right to have access to and an understanding of past and emerging

information. The rapid growth in the volume of global information has widened

the gap between the information-rich and the information-poor. Although the use

of information and communications technology (ICT) should narrow that gap,

because of the considerable power it gives to those able to use it, it is the

information itself and how it is used that is perhaps most critical. An investment

in ICT requires an investment in the ‘full package’ of reading and writing, support

and training, interpretation and application. In the context of a public library, this

should include the skills level of the staff.

A public library must be open to all. It has a key role in collecting, organising and

exploiting information, as well as providing access to a wide range of information

resources. In this multifaceted task, librarians should recognise and exploit the

opportunities provided by the exciting developments in ICT. In light of the fact

that the information gap between members of the community is growing, it is

vital for pubic libraries to bridge this gap by finding a balance between providing

information in traditional printed formats and through access to the Internet.

Libraries should use ICT as a tool to transform public libraries from being

perceived as merely for use by school children into being perceived as information

centres for all community members who need information on their varied areas of

interest. ICT systems of all public libraries of the NMBM should be integrated such

that public libraries can view material that is available in other libraries. These

systems should also enable users to make inter-library bookings.


_______________________________________________________________________________________ - 29 -

ICT should also be used to create virtual libraries whereby users need not enter a

library building to gain access to the list of available library material. Users should

be provided with the option of viewing lists of library material through the

Internet using their membership numbers. This will expand the space occupied by

public libraries by not limiting public libraries to physical buildings only but also to

include virtual space.

ICT use has become a necessity in our global environment. Thus, it should be

emphasised that ICT developments and upgrades need to be completed with ICT

training for library staff and library users. The community also needs to be

trained on how to maximise library use through ICT. In transforming public

libraries to accommodate the modern way of transmitting information, the

community of library users should not be left behind unable to fully take

advantage of the developments. Thus, an ICT policy regarding public libraries

needs to address ICT training of library users.

3.8 Funding The funding policy covers the three levels of government which are national, provincial and the municipality.

3.8.1 National

Currently, the Department of Education directly funds three national libraries: the

State Library in Pretoria, the South African Library in Cape Town, and the South

African Library for the Blind in Grahamstown. The sub-directorate for meta-

information coordinates government departmental libraries and is also

responsible for international relations. There is presently no structure for

promoting and coordinating LIS at the national level. An inter-ministerial working

group has been established to advise on matters relating to LIS.

3.8.2 Provincial

Regarding legal, policy and governance aspects, formalised guidelines are needed

to address problems stemming from a lack of cooperation between school and


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public libraries, despite various political, legal and policy statements that

emphasise the need for cooperation. As a first step, integrated planning sessions

can be undertaken at the provincial level and a partnership can be forged to

encourage provincial government to agree to funding norms for developing

provincial LIS. Several difficult questions concerning cooperation are: Who will

supply the library building? Where is it to be situated? Who will choose and buy

the library material? Who will control the library administration? However, these

questions can be resolved at a later stage, once there is a relationship built on

trust and mutual respect. The establishment of an inter-departmental committee

for LIS at the provincial level may be a first requirement.

3.8.3 The Municipality

This policy recommends that the Business Unit for public libraries facilitates the

implementation of all funding recommendations contained in the Draft Master

Plan.

3.9 The Friends of the NMBM Public Libraries Policy Guidelines

The Friends of the NMBM Public Libraries are groups of an umbrella membership

organisation whose purpose it is to encourage and assist a particular public library

in providing the highest-quality library services and collections to library patrons

and help to promote and encourage public libraries in general (see the IDP

document). To realise this purpose, The Friends groups shall align themselves

with the mission and vision of the NMBM public library system and will work in

close cooperation with the library leadership to accomplish the library’s mission.

Library users must be encouraged to be active supporters, especially by becoming

members of The Friends groups, and so spread the word about library services.

The Friends groups typically donate funds annually to support various library

programmes for children and adults, and to help purchase materials for new

educational and training outreach programmes, oral tradition programmes, teen-

reading in schools, and outreach centre collections and services. The groups may


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also establish systems to support the illiterate and impoverished through

information access and training. They may also support the libraries by

volunteering their time, skills and knowledge.

To carry out its purpose, The Friends of the NMBM public library system shall

have the following objectives:

a) To promote greater awareness of the collections, services and

facilities of the libraries;

b) To support the library system’s mission by making funds available to

provide access to information, create connections to knowledge, and

promote a culture of reading;

c) To encourage greater participation by residents and library sponsors

in promoting and improving the collections, services and facilities of

the libraries;

d) To undertake all other activities related to the purpose of The Friends

of the NMBM Public Libraries.

Membership in The Friends of the NMBM Public Libraries shall be open to all

persons and organisations interested in supporting the NMBM public libraries.

Classes of membership may include:

o Student Member — those individuals attending school or in

college/university fulltime.

o Individual Member

o Household Member — All persons residing at the same address.

o Supporting Member — those individuals and households wishing to

demonstrate a greater commitment to achieving the purposes of The

Friends.

o Life Member — those individuals and households wishing to

demonstrate a substantial, lifelong commitment to achieving the

purposes of The Friends.


_______________________________________________________________________________________ - 32 -

o Honorary Member — on the recommendation of the Executive Board,

The Friends can elect any person who has performed distinguished

service for the library as an Honorary Member without paying dues.

According to this policy, The Friends of the NMBM Public Libraries shall be

available to assist and support the staff and all library initiatives, and so serve the

community with merit. The Friends groups already do this voluntarily, and there

is no academic requirement or qualification for one to become a member of The

Friends group. Even so, this policy encourages and recommends that some of the

groups have some technical knowledge of fundraising and how to conduct

donation campaigns that can aid day-to-day running of a particular library.

Among other things, the groups are encouraged to have regular meetings to

discus plans and progress; it is also encouraged that they adhere to state

regulations and municipal policies.

3.10 Grants Policy

Grants are necessary for uplifting standards as well as for carrying out library

programmes. The NMBM must develop and implement the recommendations of

the Master Plan in so far as soliciting grants and The Friends groups may also

participate in this regard.

3.11 Partnership Policy

As community-centred institutions, public libraries should not only provide a

service but contribute to development in the municipal area in general, by

forming meaningful partnerships with various sectors especially the education

sector. Public libraries should form partnerships with the Department of Education

to create opportunities for jointly executing programmes for assisting learners

and educators in their pursuit of providing and receiving knowledge. Libraries can

advance levels of education by providing access to information for all, facilitating

informal self-education within communities, and promoting a culture of reading.

The Department of Education can use public libraries as a vehicle for reaching


_______________________________________________________________________________________ - 33 -

those members of society who are currently not part of the education system.

Public libraries can be used as venues for presentations that promote education

and programmes that seek to reach the illiterate. The Department of Education

can also assist public libraries in keeping material that is relevant for school

children at different levels.

The following are Partnership Policy objectives for the NMBM:

a) The NMBM public libraries should form partnerships with university

libraries in the Municipality, particularly with regard to interlibrary

loans, materials selection and collections.

b) NMBM public libraries should form partnerships with non-profit

organisations with regard to developmental issues, programmes and

projects.

c) NMBM public libraries should form partnerships with locally-based

corporations with regard to special programmes and projects and the

sponsorship of these.

d) NMBM public libraries should form international links to locate local

libraries within a global context and in recognition of the NMBM’s

international citizens.

3.12 Public Relations Policy

The public relations goals of the NMBM public libraries are to:

• promote a good understanding of the library organisation's objectives and

services among governing officials, civic leaders, and the general public;

• promote active participation in the varied services offered by the library

organisation by people of all ages;

• raise awareness of the types of material that are kept in public libraries;

and

• Shift the mindset that libraries are only for certain groups within the

community such as school children.


_______________________________________________________________________________________ - 34 -

The policy recognises that public relations involve every person who has a

connection with the library system. The policy urges every library member and

staff member to realise that he/she represents the library in every instance of

public contact. Good service supports good public relations.

The Head of Libraries will be expected to make presentations and to participate in

community activities to promote library services. A reasonable amount of time

will be allowed for preparation and public speaking. Materials to be used by press,

radio, or television will be approved by the Head of Libraries.

A publications budget will be established to cover costs related to printing,

publication, supplies, and miscellaneous needs relating to the library system’s

public relations effort.

3.13 Programmes and Projects Policy

A programme is a planned interaction between the library staff and the

programme participants for the purpose of promoting library materials, facilities

or services, as well as offering the community an informational, entertaining or

cultural experience. Programming includes such activities as story times, films,

activities on no-school days, holiday library programmes for children, speakers for

young adults, and book clubs or author discussion groups for adults.

The Business Unit, in conjunction with the Head of Libraries, will establish a

budget and goals for programming to facilitate the effective implementation of

this service.


_______________________________________________________________________________________ - 35 -

4 Library Systems and Procedures

4.1 Accessibility

The library will serve all residents of the community in the area served by the

public library system. Service will not be denied or abridged because of religious,

racial, social, economic or political status; or because of mental, emotional or

physical condition, age, or sexual orientation.

However, the use of the library may be denied for due cause. Such causes may

be failure to return library materials or to pay penalties; destruction of library

property; disturbance of other library users; or any other illegal, disruptive or

objectionable conduct on library premises.

4.2 Users’ Responsibilities and Conduct

It is a user’s responsibility to maintain necessary and proper standards of

behaviour in order to protect his/her individual rights and the rights and

privileges of other users. If a user creates a public nuisance, that user may be

restricted from the library and from the use of library facilities. Those who are

unwilling to leave or who do not leave within a reasonable amount of time, after

being instructed to do so by the staff, will be subject to prosecution by the law.

4.2.1 Young children

The NMBM public libraries encourage visits by young children and it is our desire

to make this important visit both memorable and enjoyable for the child. The

library staff is not expected to assume responsibility for the care of unsupervised

children in the library. The library staff does not at all provide an after-school care

service.


_______________________________________________________________________________________ - 36 -

Therefore, it is library policy that all children under age six must be accompanied

by a parent or designated responsible person while in the library. Also, if the

young child is attending a library programme, we require that the parent or

responsible person remains in the library throughout the programme.

4.2.2 Disruptive children

Children of all ages are encouraged to use the library for homework, recreational

reading, and programme attendance. The library staff members realise that the

library will be noisier at busy times and that children by nature can cause more

commotion. However, children (whether with parents or not) who are being

continually disruptive will be given a warning that he/she must settle down or

else they will be asked to leave the library. If a child continues to be disruptive

after a second warning, he/she will be asked to leave the premises. If the child

needs to contact a parent, they may do so and then wait with a staff person until

the parent arrives.

4.3 Selection and Collection Development Policy Objectives

The purpose of the NMBM public libraries is to provide all individuals in the

community with carefully selected books and other materials to aid the individual

in the pursuit of education, information, research, cultural expression, pleasure,

and the creative use of leisure time. The material kept in public libraries needs to

reflect the diversity and history of South Africans. Public libraries need to cater

for community members across all age groups.

Because of the volume of publishing, as well as limitations in budget and space,

the library must have a policy on materials selection with which to meet

community interests and needs. The Selection and Collection Development Policy

will be used by the library staff to select all types of materials and it may also

serve to acquaint the general public with the principles of selection.


_______________________________________________________________________________________ - 37 -

The policy for materials selection and collection development, like all other

policies, will be reviewed and revised as the need arises.

In line with this policy, the NMBM public library and information system aims to

receive, free of charge, one copy of every published or unpublished publication

that is about the Municipality.

4.3.1 Responsibility for materials selection

The ultimate responsibility for selection of library materials rests with the Head of

Libraries, who operates within the framework of the policies determined by the

NMBM. This responsibility may be shared with other members of the library staff;

however, because the Head of Libraries must be available to answer to the

management and the general public for actual selections made, the Head of

Libraries has the authority to reject or select any item contrary to the

recommendations of the staff or the community.

4.3.2 Selection criteria

1. The main points to be considered in the selection of library materials are:

a) individual merit of each item

b) popular appeal/demand

c) suitability of material, and the binding or format for the users

d) material to reflect the diversity of our culture and history

e) existing library holdings

f) budget.

2. Reviews are a major source of information about new materials. The

primary sources of reviews are popular media and literary journals.

3. The lack of a review or an unfavourable review shall not be the sole reason

for rejecting a title which is in demand. Consideration should therefore be

given to particular requests from library users and to books discussed in the

public media. Materials will be judged on the basis of the work as a whole,

not on a part taken out of context.


_______________________________________________________________________________________ - 38 -

4.3.3 Gifts and donations of materials

The library accepts gifts of books and other materials with the understanding that

they will be added to the collection only if appropriate and needed. If they are not

needed because of duplication, condition, or dated information, the Head of

Libraries can dispose of them as he/she sees fit. The same selection criteria

applied to purchased materials are applied to gifts. Memorial gifts of money or

books are also accepted with suitable bookplates placed in the books. Specific

memorial books for the library can be ordered at the request of a user if the

request meets the criteria established above; it is desirable that gifts or specific

titles be offered after consultation with the Head of Libraries, otherwise a book

selection will be made by the Head of Libraries if no specific book is requested.

The NMBM public libraries system welcomes encourages and appreciates gifts and

donations.

The library undertakes to handle all gifts and donations in line with the MFMA and

the Municipality’s Supply Chain Management Policy.

4.3.4 Interbranch loan

Because of limited budget and space, the library cannot provide all materials that

are requested. Therefore, an Interbranch loan network can be used to obtain

those materials from other libraries when they are beyond the scope of one

library’s collection.

In order to satisfy the needs of our users, the NMBM public libraries agrees to

establish an interlibrary and Interbranch loan network, and to make an effort to

have its current holdings listed in a form that is accessible to other libraries

throughout the municipality.

According to this policy the NMBM public libraries must form an interlibrary and

an Interbranch lending scheme for their users, and so maintain the same


_______________________________________________________________________________________ - 39 -

standards as the other libraries by allowing books to be borrowed through the

network.

4.3.5 ‘Weeding’ materials

An up-to-date, attractive and useful collection must be maintained through a

continual withdrawal and replacement process. Replacement of worn print

material is dependent upon current demand, usefulness, more recent

acquisitions, and availability of newer editions. This ongoing process of ‘weeding’

materials is the ultimate responsibility of the Head of Libraries and is authorised

by the NMBM. Withdrawn materials will be handled in accordance with the Supply

Chain Management Policy.

4.3.6 Potential problems or challenges to selection

The NMBM public library system recognises that some materials are controversial

and that any given item may offend some users. Selection of materials will not be

made on the basis of anticipated approval or disapproval, but solely on the basis

of the principles and objectives stated in this policy.

Responsibility for the reading materials of children rests with their parents or

legal guardians. Selection of library materials will not be inhibited by the

possibility that materials may come into the possession of children.

Library materials will not be marked or identified to show approval or disapproval

of their contents, and no library material will be sequestered except to protect it

from damage or theft.

4.3.7 Challenged materials

Although materials are carefully selected, differences of opinion regarding suitable

materials may arise. Users requesting that certain material be withdrawn from or

restricted within the collection may complete a form titled "Statement of Concern

about Library Resources" (see Appendix) which must be available in the library.


_______________________________________________________________________________________ - 40 -

Their inquiry should be placed on the agenda of the next regular meeting of the

senior management responsible for libraries.

4.4 Circulation Policy

4.4.1 Registration

All borrowers must be registered and must have a valid library user card to

borrow library materials.

Users must fill out an application to register for a new library card. The following

statement will be printed on the registration form for the user’s information and

acceptance:

“I agree to be responsible for all items borrowed with the library card issued

in the above name, including items borrowed with it by others, with or

without my consent, unless I have previously reported the loss of my card. I

promise to comply with all library rules and policies, both present and future,

and to give prompt notice of change of address or loss of the library card.”

Signature _________________________________

Identification is also required in the form of a bar-coded ID book, accompanied by

mandatory proof of postal address.

4.4.2 Lost or forgotten cards

In the case of a user losing their library card, they should notify the library as

soon as possible and request a replacement.

All users, adults and youths, are expected to bring their library cards with them if

they intend to check out items. An individual who repeatedly ignores this

expectation may be denied the privilege of checking out materials until they

present their card at the library.


_______________________________________________________________________________________ - 41 -

4.4.3 Loan periods

The loan periods will vary according to the type of material being borrowed. Libraries will specify the loan periods for all material including cassettes, audio books, compact discs and videocassettes. 1. Generally, reference books do not circulate. Upon request and according to an

agreed upon loan period, some reference materials may be checked out.

2. Interlibrary loans are due the date indicated by the lending library.

3. Books may be renewed once, only if there is not a waiting list for the title.

4. Current issues of periodicals do not circulate.

5. Non-current issues of periodicals may be checked out for a specified loan

period and may not be renewed.

6. Loans for audio visual material are not renewable.

The Head of Libraries may establish, as deemed necessary, the loan period for special collections, materials that are temporarily in great demand (such as for student projects), or materials added to the collection which are in a new format (e.g. computer software). The limit on the number of items a user can borrow at one time varies according to the format of the material.

4.4.4 Reserved materials

Materials may be reserved at a fee to be determined by the Head of Libraries and

to be reviewed from time to time.

4.4.5 Overdue notices, fines and charges

The library is not obliged to send overdue notices to users. The onus is on the

user to return the library material on the due date. The supply of an overdue

notice is a courtesy.

Users who have been sent an overdue notice shall be denied borrowing privileges

until the overdue materials are returned or paid for if lost or damaged.


_______________________________________________________________________________________ - 42 -

4.4.6 Damaged materials

Users who damage library material must pay for replacement. Once the material

has been replaced, the damaged material shall become the property of the user.

4.4.7 User confidentiality

The NMBM public library system will strictly adhere to all sections of the

Constitution that guarantee protection of the confidentiality of its users. The

records of a particular library, which is in whole or in part supported by public

funds (including the records of a public library system), and that indicates the

identity of any individual who borrows or uses the library’s documents or other

materials, resources or services, may not be disclosed, except by written

notification from the NMBM Legal Services Department, other than to persons

acting within the scope of their duties in the administration of the individual

library or public library system or to persons authorised by the individual to

inspect such records.

4.5 Reference Services Policy

Concerning reference services, the NMBM public libraries:

a) Will provide information to specific questions and guidance in locating

material for users who appear in person, call on the telephone, or

request information through correspondence;

b) Will assist users in the use of the library and teach basic research

methodology, when appropriate (this includes providing help in

developing a research strategy and advice on whether a trip to the

library would be worthwhile);

c) Will provide bibliographic verification of items both in the library and

not owned by the library, and will assist users in obtaining materials

through interlibrary loan, when appropriate;


_______________________________________________________________________________________ - 43 -

d) May refer library users to other agencies and libraries in pursuit of

needed information;

e) Users may use the library’s resources not only in printed form, but

consult appropriate digital resources as well as the Municipality’s

resource libraries and other agencies by telephone in pursuit of ‘ready

reference’ information.

4.6 Equipment-Use Policy

If a personal computer is available to library users it must be on a first-come,

first-served basis. Instructions for operating hardware are to be displayed near

the computer. Use of the computers will be free. In order to make the service

available to as many users as possible, a time limit for usage should be imposed;

a suggested time limit is 30 minutes. Library staff is available for general

assistance in using a library computer when they are able to do so. However,

staff members are not expected to train users in the use of application

programmes. Tutorial manuals will be provided when available.

Wherever possible a printer service will be available to the user.

A photocopy machine will be available to users who wish to copy materials. The

fee will be determined by the Head of Libraries and will be subject to review from

time to time. All photocopying must comply with the South African Copyright Act.

Copy machine users are advised that there are restrictions on copyrighted

materials. Any violation of copyright is the responsibility of the copy machine

user.

4.7 Internet-Use Policy

The NMBM public libraries will provide access to the Internet as a means to

enhance information and learning opportunities for citizens in the library’s service

area. The NMBM has established an Internet-Use Policy to ensure appropriate and

effective use of this resource.


_______________________________________________________________________________________ - 44 -

Access to the Internet should be available to all library users; however, this

service may be restricted at any time due to use not consistent with the library’s

guidelines. Parents of minor children must assume responsibility for their

children’s use of the library’s connection to the Internet; prior to being granted

access to the Internet, anyone under age 18 years, along with a parent or

guardian, must sign an Internet-Use Agreement (see Appendix). All users must

sign a log-in chart prior to beginning their session.

4.7.1 Expectations

Users should be aware that the inappropriate use of electronic information

resources can be unlawful and can lead to prosecution. The user will be held

responsible for his/her actions when using the Internet. Users are expected to

abide by the secondary policies below, which include the generally accepted rules

of network etiquette. Unacceptable uses of the service will result in the

suspension or revocation of Internet-use privileges.

4.7.2 Warnings

The Internet is a decentralised, unmoderated global network; the NMBM public

library system has no control over the content found there. The library will not

censor access to material nor protect users from offensive information, and it is

not responsible for the availability and accuracy of information found on the

Internet.

The library cannot assure that data or files downloaded by users are virus-free.

The library is not responsible for damage to equipment or data on a user’s

personal computer as the result of data downloaded from the library’s Internet

service.

The use of the Internet and e-mail is not guaranteed to be private. Messages

relating to or in support of illegal activities will be reported to the proper

authorities.


_______________________________________________________________________________________ - 45 -

4.7.3 Internet-use guidelines

a) Users may use the Internet for research and the acquisition of information

to address their educational, vocational, cultural or recreational needs.

b) Users may use the Internet for the receipt and transmission of electronic

mail (e-mail) as long as they use a free e-mail service that establishes and

maintains an account for them; the library is unable to manage e-mail

accounts for any organisations or individuals.

c) Internet use is offered in 30 minute sessions on a first-come, first-served

basis; each user is allowed one session per day.

d) Users will respect and uphold copyright laws and all other applicable laws

and regulations; they will not use the Internet service for illegal purposes.

e) Users will respect the rights and privacy of others by not accessing private

files.

f) Users agree not to incur any costs for the library through their use of the

Internet service.

g) Users shall not create and/or distribute computer viruses over the Internet.

h) Users shall not deliberately or wilfully cause damage to computer

equipment, programmes, or parameters.

i) Personal computers are assets belonging to the Municipality.

4.8 Meeting-Room Policy

A library meeting room may be made available to individuals or organised groups.

Exceptions to this may be determined by the Head of Libraries if it deems so in

special circumstances. The fact that a group is permitted to meet at a library does

not in any way constitute an endorsement of the group’s policies or beliefs by the

NMBM.

The meeting room may be reserved no more than 90 days in advance.

It is understood that library programmes will have first priority for reserving room

use.


_______________________________________________________________________________________ - 46 -

There may be a charge for use of a meeting room. However, no admission may

be charged by a group using a meeting room.

The people using the room shall leave it in a clean and orderly condition; if not,

the group/individual will be given notice that continued misuse of the meeting

room will result in denied access to it.

The library is not responsible for any equipment, supplies, materials, clothing, or

other items brought to the library by any group or individual attending a meeting.

Likewise, the management and staff do not assume any liability for groups or

individuals attending a meeting in the library.

No materials, clothing or items of any kind may be left with the library for

storage.

4.9 Displays and Exhibits

As an educational and cultural institution, the NMBM public libraries welcomes

exhibits and displays of interest, information and enlightenment to the

community. Displays of handiwork, historical or cultural material, nature study, or

any other material deemed of general interest may be exhibited. The Head of

Libraries shall accept or reject material offered for display based on its suitability

and space availability.

The library assumes no responsibility for the preservation or protection, and no

liability for possible damage or theft, of any item displayed or exhibited. All items

placed in the library are put there at the owner’s risk.

The library will make areas available to the public for displays and exhibits such

as glass exhibit cases, meeting rooms, and general bulletin boards. A liability

release form must be signed by the exhibitor before any artefact can be placed in

the library.


_______________________________________________________________________________________ - 47 -

4.10 Public Notice Bulletin Board Policy

Bulletin board materials may be submitted for posting by non-profit organisations

for civic, educational, or cultural purposes. Such organisations may submit

literature publicising a specific event. Limited space generally allows only short-

term notices. The Head of Libraries must approve all postings and may prohibit

postings that do not meet library standards. Library staff will place and remove

postings.

Items must be picked up the day following the date of the publicised event if the

owners want them returned. Otherwise, the library will not be responsible for

returning materials.

4.11 Disasters Policy

4.11.1 Fire

Each library must be equipped with the appropriate number of working fire

extinguishers. Library staff and volunteers must be familiar with the type,

location, and application of the fire extinguishers in the building. Regular fire drills

and emergency training evacuation exercises should be held to offset panic in the

case of a fire.

Library users and staff must be aware of behaviour that could initiate a fire and

so be deterred from such practices.

4.11.2 Health emergencies

Where there are ten or more employees, at least one of them must have a valid

first aid certificate. Without specialised training it is not advisable for staff to

undertake more than keeping a sick or injured person comfortable and protected

from needless disturbance until medical help can be obtained. Since each health

emergency is unique, staff members should use their own judgment to do what is

prudent and reasonable.


_______________________________________________________________________________________ - 48 -

Emergency services such as an ambulance or the police should be called

immediately in the event of any serious problem.

No medication, including aspirin, should ever be dispensed by library staff to the

public.

4.11.3 Storms

The library will follow the recommendations and actions of the Municipality in the

case of severe storms. Closing the library will be at the discretion of the Head of

Libraries.

4.12 Periodic Revision of Library Policies

The NMBM public library and information system’s policies shall be subject to

review and needed revision after two years from date of adoption, and thereafter

reviewed as and when necessary.

5 Code of Conduct

The NMBM public library system will adhere to the principles of Batho Pele as

adopted by the national government:

“The Batho Pele initiative aims to enhance the quality and accessibility of

government services by improving efficiency and accountability to the

recipients of public goods and services.

Batho Pele requires that eight service-delivery principles be implemented:

• Regularly consult with customers

• Set service standards

• Increase access to services

• Ensure higher levels of courtesy

• Provide more and better information about services


_______________________________________________________________________________________ - 49 -

• Increase openness and transparency about services

• Remedy failures and mistakes

• Give the best possible value for money.”

(see http://www.info.gov.za/aboutgovt/publicadmin/bathopele.htm)

Thus, in particular, this policy stipulates as follows:

a) The library intends to provide the highest level of service to all library users

through appropriate and organised resources; equitable service policies;

equitable access; and accurate, unbiased, and courteous responses to all

requests.

b) The library upholds the principles of intellectual freedom and shall resist

efforts to censor library resources.

c) The library shall protect each library user’s right to privacy and

confidentiality with respect to library information sought or received and the

library resources consulted, borrowed, acquired or transmitted.

d) The library recognises and respects intellectual property rights.

e) The library staff will treat co-workers and colleagues with respect, fairness

and good faith, and the institution will advocate conditions of employment

that safeguard the rights and welfare of all its employees.

f) The library shall not advance private interests at the expense of library

users, colleagues, or employing institutions.

g) The library distinguishes between personal convictions and professional

duties and shall not allow personal beliefs to interfere with fair

representation of the aims of the institution or the provision of access to

information resources.


_______________________________________________________________________________________ - 50 -

6 Conclusions

The IDP document (2002–2006: 187) summarises the role of the NMBM public

library system with the following words: “The Library Service must contribute to

the social and cultural development of our community by anticipating and

responding to their information, education and recreational needs.”

The NMBM public library system must answer to the needs of the NMBM

community in a way that encourages all Municipality citizens to make use of the

public libraries to empower themselves through use of the libraries’ educational,

cultural and recreational facilities. Above all, the NMBM public library system

should be one that helps provide access to information.

Considering that one role of public libraries is to promote education across all

literacy levels, the NMBM public library system must work towards forming

partnerships that will assist the system in advancing its education priorities. It is

thus suggested that the NMBM public library system form structured relationships

with local schools to promote public education. “More creative and innovative

ways need to be found to link the library services with schools and educational

institutions to assist in educating the illiterate and to provide resources to enable

skills development” (IDP document, 2002–2006: 187). This identifies the NMBM

public library system as a provider of programmes that promote and facilitate

skills development. Thus, the NMBM public library system can be a conduit for the

distribution of programmes within the Municipality, particularly those which

endeavour to upgrade the skills of residents.

Since the NMBM libraries are a means used by the local Municipality to achieve its

strategic goals for the NMBM area, the NMBM Public Library and Information

Services Policy must always be viewed and used within the broader context of the

NMBM. Thus, it must not fail to link to the Municipality’s broader vision.


_______________________________________________________________________________________ - 51 -

It is important to cite the Municipality’s vision and principles concerning serving

the NMBM community, because these same principles should underpin the public

library system’s service delivery and operations:

“The Nelson Mandela Municipality area practices social justice in a culture of

public participation guided by an efficient, accountable, non-racial, non-sexist

and sustainable municipality that focuses on sustainable environmental,

social and economic development, improving the quality of life of its

communities in a secured, safe, and tourist-friendly environment”

(Government of the Republic of South Africa, South African Schools Act, Act

No. 84 of 1996).

The NMBM Public Library and Information Services Policy seeks to provide

guidelines for the optimum operating environment for the NMBM public library

system. However, additional strategies will need to be developed for the daily

management of the entire NMBM public library system. Thus, as a follow-up to

this policy document, it is suggested that the Municipality oversee the

development of the following strategies (if they are ones not already developed):

• A marketing and promotions plan,

• A use of library materials policy,

• A collections development policy, and

• A human resources strategy.

The NMBM Public Library and Information Services Policy seeks to create an

environment that will enable the NMBM public library system to fulfil its role in

providing services and programmes that promote literacy and that help to create

informed citizens. The role and standards of the NMBM public library system

should complement the standards and visions for the NMBM, such as embodied in

Vision 2020 and the IDP. These standards indicate, in essence, what needs to be

provided by those responsible for stocking library material, administrative

arrangements regarding municipal initiatives, and the necessary resources, to


_______________________________________________________________________________________ - 52 -

enable the NMBM to meet the needs of all citizens in terms of its library services.

Ultimately, the NMBM Public Library and Information Services Policy seeks to use

public libraries as vehicles for developing NMBM citizens into modern citizens that

are literate, knowledgeable and globally aware. The Public Library and

Information Services Policy identifies ICT and strategic partnerships as some of

the tools necessary for achieving this goal.

Adopted: _______________________________


_______________________________________________________________________________________ - 53 -

7 References and Sources

ANC (1999) Manifesto. Together Fighting for Change: A Better Life for All.

Johannesburg.

Arts and Culture Task Group (ACTAG) Report (1995).

Asmal, K. (1999) Call to Action! Mobilising Citizens to Build a South African

Education and Training System for the 21st Century. Department of

Education, Pretoria.

Bristow, A.W. (1992) The role of the rural school library in development.

Mousaion 10(2): 71–82.

Cape Argus (1999) ‘Illiteracy as high as 40%,’ 8 September.

Cillié, R. (year unknown) The State of Public Libraries in South Africa at the

Beginning of the 21st Century. Pretoria

Constitution of the Republic of South Africa, Act No. 108 of 1996.

Copyright Act No. 98 of 1978 (amended 1992).

Department of Arts and Culture (year unknown) Draft National Cultural Policy.

Department of Arts, Culture, Science and Technology & Department of Education

(1997) Report of the Interministerial Working Group on the Library and

Information Services (LIS) Function (National Level). Pretoria.

Department of Arts, Culture, Science and Technology (1996) The Information

Society and the Developing World: A South African Approach. Pretoria.

Department of Arts, Culture, Science and Technology (1996) White Paper on Arts,

Culture and Heritage. Pretoria.

Department of Education & National Centre for Educational Technology and

Distance Education (1999) A National Policy Framework for School Library

Standards. Pretoria.

Department of Education (1997) Curriculum 2005 Policy Document. Pretoria.

Department of Education (2000) Education for All: The South African Assessment

Report. Pretoria.


_______________________________________________________________________________________ - 54 -

Department of Public Service (1996) Batho Pele: White Paper. Pretoria.

Die Beeld (1997) ‘Ongeletterdheid in SA teen 2005 so uitgewis,’ 8 September.

Die Volksblad (1998) ‘SA Matrieks die swakste uit 22 lande,’ 25 February.

Films and Publication Act No. 65 of 1996.

Financial Mail (1998) ‘Reading makes a competitive SA,’ 23 January.

Freedom Charter (1956).

Government of the Republic of South Africa (1996a) Constitution, Act No. 108 of

the NMBM public library system. Cape Town.

Government of the Republic of South Africa (1998) Local Government Municipal

Structure Act, Act No. 117 of 1998. Cape Town.

Government of the Republic of South Africa (1999a) Public Service Act of 1994

(amended 1999). Cape Town.

Government of the Republic of South Africa (1999b) Public Financial Management

Act. Cape Town.

HSRC (2000) South African School Library Survey 1999, National Report (final

draft). Human Sciences Research Council, Pretoria.

IDP (2002-2006) Nelson Mandela Bay Municipality Integrated Development Plan

Towards Vision 2020, 2002–2006.

INFLA/UNESCO Public Library Manifesto (1994).

Keller, E. (1999) Cooperation, cohabitation or conflict: the school and community

library (with special reference to Gauteng). Paper presented at the 2nd LIASA

Conference, Cape Town, 21–23 September 1999.

Knuth, R. (1994) Libraries, literacy and development: combined libraries as an

option for developing countries: a brief communication. International

Information and Library Review 26: 77–89.

Le Roux, S. (1999) Building a nation of readers...Together: public library–school

library cooperation. Paper presented at the UNESCO Consultation Workshop

on Library Information Service Functions in South Africa, Pretoria, 24

November 1999.

Legal Deposit Act No. 54 of 1997.

Libraries and Information Services Act No. 6 of 2003.


_______________________________________________________________________________________ - 55 -

Machet, M.P. & S.I.I. Olien (1997) Literacy environment of pupils in urban

primary schools. South African Journal for Library and Information Science

65(2): 77–84.

Massawe, J.J. & G.M. Ncongwane (1999) Towards a democratic and coordinated

library and information service in South Africa. Paper presented at the 2nd

LIASA Conference, Cape Town, 21–23 September 1999.

Mulaudzi, M.M. (1991) The role of libraries in the fight against illiteracy with

special reference to South Africa. MLS thesis, State University of New York,

Albany.

Nassimbeni, M. (2001) Library and information policy in South Africa in the

nineties and beyond: process, product and practice. In: Stilwell, C., Leach, A.

& Burton, S. (eds.) Knowledge, Information and Development: an African

Perspective. Pietermaritzburg, University of Natal, School of Human and

Social Studies.

National Archives of South Africa Act No. 43 of 1996.

National Council for Libraries and Information Services Act No. 6 of 2001.

National Education Policy Act No. 27 of 1996.

National Education Policy Investigation (NEPI): Library and Information Services

(1992).

National Library of South Africa Act No. 92 of 1998.

National Policy Framework for School Library Standards (1999).

Office of the Presidency (1999) Address of the President of the Republic of South

Africa, Thabo Mbeki, at the opening of Parliament: National Assembly, Cape

Town, 25 June 1999. Available at:

http://www.gov.za/speech99/9906281018a1006.txt.

Øyno, E. (1996) Cooperation between school libraries and public libraries to

promote enjoyment of reading: experiences from Bærum, Norway. School

Libraries Worldwide 2(1): 9–13.

Promotion of Access to Information Act No. 2 of 2000.

Reng, J. (1994) The technology knot: tying small libraries together through

remote access. Wilson Library Bulletin 68(8): 38–40.


_______________________________________________________________________________________ - 56 -

Shape and Size of Higher Education Task Team, Council on Higher Education (30

June 2000) Towards a New Higher Education Landscape: Meeting the Equity,

Quality and Social Development Imperatives of South Africa in the 21st

Century.

South African Library for the Blind Act No. 91 of 1998.

Tawete, F. (1994) Joint school public libraries: a catalyst for school library

development in Africa. African Journal of Library, Archives and Information

Science 5(1): 31–38.

Tayler, N. & P. Viljevold (1999) Getting Learning Right: Report of the President’s

Education Initiative Research Project. Joint Education Trust, Johannesburg.

The Daily News (1997) ‘Funds needed to combat illiteracy,’ 9 September.

The Teacher (1998) ‘Reading’s vital statistics. Two new initiatives are trying to

restore reading in schools,’ January 1998.

UNESCO (1999) Approved Programme and Budget for 2000–2001. Paris.

UNESCO–UNICEF Monitoring Learning Achievement (MLA) Project (2000) With

Africa, for Africa: Towards Quality Education for All. Human Sciences

Research Council, Pretoria.


_______________________________________________________________________________________ - 57 -

APPENDIX

Form: Internet-Use Agreement

I understand and will abide by the __________ Public Library’s Internet-Use Policy. I further understand that any violation of the regulations is unethical and may constitute a criminal offence. Should I commit any violation, my Internet access privileges will be revoked, and appropriate legal action may be taken.

User's Name: ___________________________________

User's Signature: ________________________________

Date: _____________________________

As the parent or guardian of this individual, I accept full responsibility for my child's use of the __________ Public Library’s Internet service and agree to oversee my child's use of this service. I have read the attached Internet-Use Policy, and I understand that the library's access to the Internet is intended and designed for educational and informational purposes. I will not hold the library responsible for materials or information acquired by my child through the use of the Internet. I hereby give permission for my child to use the library's network for Internet access and certify that the information contained on this form is correct.

Parent's/Guardian's Name: ____________________________

Parent's/Guardian's Signature: _________________________

Date: ____________________________


_______________________________________________________________________________________ - 58 -

Form: Statement of Concern about Library Resources

_________________________________________ Public Library

Name_____________________________________Date_________________

Address___________________________________Phone________________

City_________________________________

Resource on which you are commenting:

_____Book _____Audio-visual

_____Magazine _____Content of library programme

_____Newspaper _____Other

Title:__________________________________________________________

Author/Publisher or Producer/Date:__________________________________

1. What brought this resource to your attention?

2. To what do you object? Please be as specific as possible.

3. Have you read or listened to or viewed the entire content? If not, what parts?

4. What do you feel the effect of the material might be?

5. For what age group would you recommend this material?

6. In its place, what material of equal or better quality would you recommend?

7. What do you want the library to do with this material?

8. Additional comments:

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