Service Policy: Library Equipment for Virtual Meetings

Library Equipment for Virtual Meetings Policy
The Fargo Public Library provides equipment and space for virtual meetings as part of its mission to provide effective and efficient library services to meet our Community’s personal, professional, and lifelong learning needs.

Virtual meeting space is available ONLY during regular library hours, for lawful public use, and users must abide by the library’s Computer Use Policy (with the exception of the paragraph pertaining to public computer time limits). See Fargo Public Library website for details.

Definitions:
Virtual Meeting: The online event in which an individual is participating while using the library’s technology and equipment.

Reservations:
All scheduling is made through the Adult Services department and must be done at least one (1) hour before the individual’s meeting is scheduled to begin with a maximum of 3 months’ notice. Reservations must be made by an adult (18+) who agrees to provide a valid photo ID at the time of the appointment. This individual must complete an equipment use agreement and accepts financial responsibility to reimburse the library for any lost or damaged equipment. Meeting equipment can be reserved for a maximum of four (4) hours at a time. Individuals must arrive 30 minutes before their meeting begins to show ID and allow staff the time to setup equipment and assist with any necessary login issues or troubleshooting.

Should the equipment for a virtual meeting be used by a minor, the responsible adult who has made the reservation must be present in the library for the duration of the meeting.

Use:
Equipment is provided for the purpose of attending virtual meetings and interviews. Laptops must remain secured to the table inside the library. Users may not attempt to unlock or remove the device from its secured location and any attempt to do so may result in the library charging damage or replacement costs.

The library cannot guarantee that equipment or software will work with all platforms; specialized software cannot be downloaded at time of appointment. Privacy is not guaranteed, as the rooms are not soundproof. The library will erase all data from the laptop between users. Any corruption or loss of data are not the library’s responsibility.

Users will promptly notify staff of any damage to the equipment or any malfunctioning software. When finished with equipment, users will notify staff and return all equipment including laptops, chargers, headsets, mice, and any other peripherals.

The library retains the right to suspend usage privileges to virtual meeting equipment. Replacement or damage charges can be paid at the circulation desk by cash, check, or credit card. Users with outstanding fees and charges over $500.00 will be referred to a collection agency.

Approved 6-18-2024