Douglas Library of Hebron

Library Policies

Click on link to see the full Policy Manual

A few policies are listed below, please follow the link above to see the full policy manual.


As of January 1st, 2018 the Douglas Library of Hebron will be eliminating mandatory fines on a majority of our materials. Fines can prevent some patrons, especially children, from checking out our collection items. One of the library’s missions is to connect patrons with materials and the threat of fines gets in the way of this goal.

The Douglas Library will inform the patron of the amount of money that would normally be collected if a fine structure were in place. Patrons will have the option of donating that or a different amount of money. The Library does not want to financially burden patrons, but if patrons are able to donate, the library is appreciative. The Douglas Library will be instituting a donation jar so that patrons may still contribute to the library collection procurement. The below fines schedule is a suggested donation amount, except for museum passes and WI-Fi Hotspots, which exceptions are noted.

Books, Magazines, Audiobooks, Music CDs $.10 per day suggested
DVDs $1.00 per day (Amended Sept. 11, 2017) suggested
Museum Passes $10.00 per day
Wi-Fi Hotspots $10.00 per day

DVD’s must be returned to the DVD slot or the Circulation Desk, failure to do so will result in a $1.00 fee per DVD.

After an item is two weeks overdue, a reminder is sent to the patron. At three weeks overdue, the card will be blocked and no activity will be allowed on the card. A bill for replacement cost is sent when an item is four weeks overdue. In order to maintain a current, circulating collection of materials, overdue items held beyond 60 days of the date of the bill notice will be subject to a charge for the full replacement cost of that item, even if the item is eventually returned. No refunds of any of these charges will be made if lost item is found after payment.

For a lost or damaged Douglas Library item, the charge is the actual cost of the item.

Items that belong to other libraries, even if checked out at the Douglas Library of Hebron may have different fine schedules. The fines rules from the owning library will apply.

(Approved December 11th, 2017)

Proctoring Policy

The Douglas Library of Hebron supports the goal of lifelong learning. Distance learning and correspondence courses are a convenient way for individuals to continue their education locally and in a cost-effective way. To support this endeavor the library will offering proctoring services with the following guidelines:

  1. Fees: The cost of proctoring service is $25 per hour. Cash or Check only. The maximum charge per test session will be $75. Test sessions may not exceed 4 hours.
  2. Scheduling Examinations:
    1. Tests may be proctored only Monday through Friday during the library’s normal operating hours.
    2. Advanced notice of one week is required. We cannot provide drop-in proctoring services.
    3. To schedule the proctoring please call the Head of Circulation at (860)228-9312 x310.
  3. Guidelines/Responsibility of Library:
    1. The Library will accept emailed, mailed, or faxed exams to the library.
    2. The library will provide a quiet space for exam takers.
    3. Proctors may be working on other tasks while the student takes the exam.
    4. Proctors will enforce any given time limits that are placed on the exam, as well as other rules that are set forth in the examination materials.
    5. The Library will return completed tests as directed by the examining institution.
    6. The Library shall not be responsible for any exam once it leaves the library.
    7. The Library will not keep copies of completed exams.
    8. The Library reserves the right to deny this service, if it is determined that the proctoring request is unreasonable or places an undue burden on the Library’s facilities or staff.
  4. Responsibility of Exam Taker:
    1. The student will schedule the exam at least one week in advance.
    2. The student will arrange for the examining institution to send the exam to the library at least 48 hours before the scheduled test.
    3. The student is responsible for ensuring that the computer resources at the library are adequate and available for taking the test.
    4. The student will arrive prepared with the necessary or required supplies to take the exam. These supplies will be made available for approval by the proctor if required.
    5. The student will provide proper photo identification.
    6. The use of cell phones or visiting with others is prohibited.
    7. The student is responsible for the return postage and envelope for any exam which does not include a self-addressed stamped envelope. Further if it is required to fax the test to the institution the student will be responsible for that cost.
    8. The finished exam will be handled along with other library mail including electronic submissions.
    9. Costs are:
  • Fax: $2.00/first page, $1.00 each additional page
  • Copies: $.25
  1. Responsibility of Examining Institution:
    1. Prior contact between the examining institution and the proctor is required so that credibility and testing requirements can be verified.
    2. The examining institution is responsible for informing the test taker of any exam guidelines, instructions, and any pre-exam requirements.

(Approved by the Douglas Library of Hebron Trustees on May 8th, 2017)

 Story Times

Our story times are held for children between the ages of two and five. Each session is six weeks in length with a two week break in between. Pre-registration is required for each session, as class size is limited, with a waiting list for the next session when registration is full. Parents or caregivers must come in to the library to register. Parents and caregivers are encouraged to interact with the child for these storytime sessions in order to encourage a positive reading experience.

There are two classes in each session for two and three year olds and one class for four and five year olds. Our younger groups meet on Tuesday morning at 10 AM or Thursday morning at 10 AM. The older group meets on Tuesday afternoon at 1 PM. Each class is approximately 45 minutes long and includes age appropriate stories, finger plays, puppets, interactive songs and a craft.

There are no storytime sessions during our summer reading program as we include pre-readers as well as readers.  If storytime is cancelled for any reason including holidays or inclement weather, no make-up classes will be scheduled.

Borrowing Library Materials

A valid library card from your town of residence is required to borrow materials. Books, magazines (newest copies do not circulate) and audio books are checked out for three weeks, except for New Material which is two weeks. Books and audiobooks may be renewed as long as no one else has placed a hold on the item. A $.10 per day/per item late charge is applied daily, six days a week (not Sunday). CD’s can be borrowed for two weeks, DVD’s are checked out for three days with a $1.00 per day late charge applied daily, six days a week (not Sunday). There is a limit of 4 DVD’s per family. Patrons must return DVD’s to the Douglas Library only, we have a special AV slot on the front of the building if the library is closed. Patrons may check out passes to area museums and parks (they are a three day checkout). There are no holds on Museum Passes or movies. Late fee for passes are 10.00 per day. Patrons may not check out any materials if they have a fine balance of $5.00 or more. The above loan periods and fines apply to all patrons of the Douglas Library.

Interlibrary Loans

If you would like a book or magazine, which the Douglas Library does not have in its collection, or which is currently unavailable, we will do an Interlibrary Loan. For more details, please ask at the service desks on either floor.


The library has full access to the Internet. Word processing and scanning are also available. Please check in at the desk before computer use. Parents of children under twelve must supervise their child’s internet use.

Policy Statement for Meeting Rooms

The Board of Trustees of the Douglas Library of Hebron views the use of the facilities of the library as an extension of the library services. The rooms shall be available to the Hebron community in its broadest sense and reflect the educational, cultural and social role the library plays.

The Board subscribes to Article IV of the Library Bill of Rights which states that facilities should be made available to the public served by the given library on an equitable basis regardless of the beliefs or affiliations of individuals or groups requesting their use.

Availability and Eligibility for Use

There are two meeting rooms available for public use by groups (hereinafter referred to as meeting room(s):

  • Community Room (capacity not to exceed 200 people);
  • Board Room (capacity not to exceed 15 people)

Meeting rooms are generally available during normal library operating hours. Meeting room use may extend beyond normal operating hours provided that prior arrangements have been made with the Director or authorized representative and provided that the meeting began during normal library operating hours.

When the meeting rooms are not needed for library activities, nonprofit organizations headquartered in Hebron and/or serving the Hebron community may apply for use of the meeting rooms for educations, civic, and/or cultural programs intended for and open to the public. No commercial or private use of the meeting rooms are permitted.

All meeting room reservations are on a first come, first served basis, however, the following priorities will prevail in using the meeting rooms:

  1. The Douglas Library;
  2. Friends of the Douglas Library;
  3. Town of Hebron;
  4. Hebron community organizations;
  5. Other non-profit organizations in the Hebron community.

Youth groups may use the meeting rooms provided that there is at least one adult supervisor (age 21 or older) for each ten youths in attendance. The adult supervisor shall sign the application for the use of the facility and shall assume full responsibility for the entire group from the time the first member arrives until the last one has left the premises.

For profit organizations will not be allowed to use the meeting rooms for any fund raising purpose.

Non-Library related organizations may not use the Community Room more than four times in a calendar year.

Application and Charge for Use

A written application must be submitted to the Director or authorized agent for each use of the meeting room at least thirty days prior to the requested meeting date. The Director or authorized agent will notify the requestor within seven days of receipt of the request as to whether or not the request can be granted. An approved application must be on file and any and all fees paid prior to use of the meeting room.

Any person or group denied use of the meeting room for any reason other than unavailability may come before the Board of Trustees for review.

The standard fee for use of the meeting room beyond normal library operating hours for Hebron Community organizations or other non-profit organizations in the Hebron Community will be as follows:

  • Meeting rooms $25 per hour or major part thereof
  • Use of kitchen $25

General Rules and Limitations

  1. Groups using the meeting rooms will be responsible for:
    • Setting up chairs, tables, etc. and putting them away after the meeting;
    • Proper adult supervision;
    • Restoring the meeting room to the same condition in which it was found;
    • Costs arising from any damage or loss during use.
  2. Smoking, alcoholic beverages, and gambling is strictly prohibited in the meeting rooms.
  3. No admission charge or tuition may be required.
  4. No products or services may be sold.
  5. Personal information from program attendees may not be solicited.
  6. Reservations for the meeting rooms may be made up to one year in advance.
  7. If a group requires audio-visual equipment, the user must be thoroughly trained and be held responsible for any damage to hardware or software.
  8. Groups using video cassettes/DVD’s in the meeting rooms must secure all necessary performance rights or agree to indemnify the library for any failure on their part to do so.
  9. No materials may be affixed to wall surfaces.
  10. The name, address, and phone number of the Douglas Library may not be used as the official address of any group or organization using the meeting rooms nor may any non-library group using the meeting rooms publicize its activities in such a way as to imply library sponsorship.
  11. Any individual or group that uses the meeting rooms pursuant to these rules agrees to indemnify and to render the Douglas Library, its Board of Trustees, and its employees harmless from any and all claims, actions, causes of actions of any kind which may arise out of the use of the meeting rooms by such individual or group.

Hotspot and Tablet Lending Policy
The Douglas Library of Hebron lends out both Hotspots and Tablets to Douglas Library card holders in good standing ages 18 and above (i.e. library card is not blocked due to unpaid fines or lost material) accompanied by a valid photo ID. The lending period for the hotspots and tablets are one (1) week. The hotspots or tablets may not be reserved or renewed. The Douglas Library reserves the right to refuse service to patrons who abuse equipment or are repeatedly late returning electronic devices. The Library is not responsible for any liability, damages or expense resulting from use or misuse of the device, connection of the device to other electronic devices, or data loss resulting from use of device. Illegal use of this device is prohibited.
• A patron must present his/her library card along with a government issued photo identification to the circulation desk. Once a hotspot or tablet is checked out to a patron, it becomes the responsibility of the patron.
• Only one device may be checked out to a family or household at one time.
• Any changes in condition, of the device, or content while in the patron’s care will be the patron’s responsibility. The patron is responsible for damage, loss or theft. Patrons should have a basic working knowledge of the device on checkout. If any technical issues are encountered while in the care of the patron, patron should notify the library immediately.
• Items must be returned directly to a staff member. They are not to be returned to another library or in the book drops. Devices returned in a book drop or at a different library will be fined $10.00. Each item will be examined upon return and any damage discovered will be billed to the patron.
• A returned hotspot or tablet must remain available in the library for 24 hours before the same patron, or another patron living in the same household, may check it out again.
• An overdue fee of $10.00 per day up to the full replacement cost of $180.00 will be charged for a hotspot or $120.00 for tablet. Damaged devices or parts will be charged at full replacement cost.
• If the borrower refuses to pay the replacement cost for the device, he/she will be blocked from further borrowing privileges until the amount is below $5.00. If the patron returns the hotspot or tablet late three (3) times, he/she will be barred from borrowing electronic devices.