Patron and Visitor Policies
Kevin Smith Library aims to support scholarship and to provide reliable and equitable access to library services, spaces, and collections for Case Western Reserve University and affiliate members, and community guests. Our policies are designed to foster an environment of inclusion, collaboration, and community that serves to support the overall mission and values of CWRU.
Collection Policies, Principles, and Values
Kelvin Smith Library issues policy, principle, and value documents that guide the maintenance, acquisition, and usage of physical and online collections that are licensed, bought, or created.
Faculty Open Access Policy
In alignment with Case Western Reserve University’s North Star and its third Pathway, Achieve Social Impact, the Faculty of CWRU is committed to disseminating its research, teaching, and scholarship as widely as possible beyond the campus and to communities that did not have access to it in the past. The Faculty Open Access Policy was approved by the Faculty Senate on March 25, 2024.
Date Approved: 12/16/2024
I. Policy Statement
Kelvin Smith Library strives to protect the privacy of all its patrons by protecting the confidentiality of library patrons and their right to access the library and the library materials anonymously. Library staff members hold this information in confidence to the extent allowable by state and federal laws and in alignment with Case Western Reserve University policies.
II. Purpose of this Policy
To outline the library privacy policies for library patrons.
III. Definitions
Library Patron – Individual that uses library materials or services in person or online
- Patron Information – Personally identifiable information about an individual who has used any library service in person or online, or borrowed any library materials.
- Library Record – A record in any form that is maintained by a library and that contains any of the following information:
- Information that the library requires an individual to provide to be eligible to use library services or borrow materials;
- Information that identifies an individual as having requested or obtained specific materials or services;
- Information that is provided by an individual to assist a library staff member to answer a specific question or provide information on a particular subject.
These library records are not retained for the purpose of studying or evaluating the use of the library’s materials and services.
KSL business and operations refers to activities involved in the provision, maintenance, and management of library systems and services to its patrons and staff. Examples of this are book circulation, interlibrary loan requests, troubleshooting requests, and responding to questions.
IV. The Policy
KSL strives to protect the privacy of all its patrons by protecting the confidentiality of library users and not revealing personally identifiable information and the library patron’s right to read library materials anonymously. Library staff members hold this information in confidence to the extent allowable by law and in alignment with CWRU policies. This includes, but is not limited to, the circulation of library materials, searches, interlibrary loan transactions, reference queries and consultations, requests for copies, reserves, equipment, audiovisual materials, and software. This information may only be used by Libraries staff in the course of carrying out library business.
KSL shall not release any library record or disclose any patron information except in the following situations in compliance of the Ohio Revised Code:
- If a library record or patron information pertaining to a minor child is requested from a library by the minor child’s parent, guardian, or custodian, the library shall make that record or information available to the parent, guardian, or custodian in accordance with division (B) of section 149 or the Ohio Revised Code.
- Library records or patron information shall be released in the following situations:
- In accordance with a subpoena, search warrant, or other court order;
- To a law enforcement officer who is acting in the scope of the officer’s law enforcement duties and who is investigating a matter involving public safety in exigent circumstances.
- A library record or patron information shall be released upon the request or with the consent of the individual who is the subject of the record or information.
- A library may release under division (B) of section 149.43 of the Ohio Revised Code records that document improper use of the internet at the library so long as any patron information is removed from those records. As used in division (B)(5) patron information does not include information about the age or gender of an individual.
Library records may also be released for administrative library purposes, including establishment or maintenance of a system to manage the library records or to assist in the transfer of library records from one records management system to another, compilation of statistical data on library use, and collection of fines and penalties.
V. Other General Information
KSL strives to protect the privacy of all its patrons by protecting the confidentiality of library patrons and their right to access library materials anonymously in person or online. Any use of library facilities, systems, and services may produce personally identifiable information (PII) which is any information that can be used to identify a person.
Access to PII is restricted to KSL employees who need it to conduct library business. Personally identifiable information is never used for commercial purposes and is never revealed to a third party except as required and authorized by policy, law or to comply with a subpoena or court order only with the consent and advice of the CWRU Office of General Counsel. KSL retains personally identifiable information only so long as it is required for operational purposes.
KSL does not routinely inspect, monitor, or disclose records of electronic transactions for anything other than library business purposes. KSL and CWRU policies prohibit employees and others from seeking, using, or disclosing information without authorization. This requires employees to be aware of confidentiality policies for staff and take the necessary precautions to protect the confidentiality of personally identifiable information when carrying out library business and operations.
Sites, Cookies, and Analytics
While providing library patrons with web based information and services, KSL uses web analysis tools, including Google Analytics, to capture and analyze web statistics. This information includes network location, web pages visited, referring webpage, browser used, date and time. This data is not personally identifiable.
The KSL site hosts resources and services that are outside the KSL domain. KSL does not govern the privacy practices of these sites. Users should review the privacy statement at these sites to determine their practices. When KSL negotiates contracts with vendors for access to online content (databases, journals, e-books) or services every attempt is made to include user information protections in the license agreement.
Cookies are used to store information about a user's visit to a website, such as their preferences and practices. Websites use cookies to personalize the user experience. Some cookies last only for the duration of the session, while others can be persistent and reside on your computer until they are deleted. As a matter of policy, cookies are erased from the KSL public computers periodically throughout the year and at the beginning of each term.
Space Assessments
KSL uses space assessments (manual and system generated) to identify how its physical space is being utilized by users. This allows KSL to understand user needs, optimize the layout of the library, identify areas that are underutilized or overcrowded, and ultimately make informed decisions about improving the user experience and allocating resources to best support different collaboration, study, or learning activities within the library space.
The KSL is piloting a technology platform, called Occuspace, to track the occupancy and business of all public areas. Occuspace is the creator of occupancy monitoring sensors that determine the real-time occupancy of spaces. The sensor technology detects WiFi and Bluetooth signals to estimate the number of people in the building. They do not collect or store any personally identifiable information. Occuspace is GDPR and CCPA compliant.
Contact Information
If you have any questions about our privacy policies or practices, please contact the Administration Office of KSL at (216) 368-2992 or ksl-mail@case.edu.
Related Legislation/Policies: