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Requests for Library Patron Information
Forsyth Library Staff Guidelines
1. Both state and federal laws govern the
proper release of University documents. Also contained within the
scope of "University documents" are records that indicate Forsyth
Library users' registration information and Forsyth Library circulation
records. Disclosure of these records
can be required by proper court orders and other legally sufficient
documents. It is vital that prior to disclosure of any records,
the University assure itself that disclosure of documents is permitted.
2. Forsyth Library staff and employees who
are approached by anyone requesting information about what
library materials or
electronic content anyone has used or borrowed should refer the
requestor to the Director, Forsyth Library. The staff or employee
should immediately contact the Library Director, either in person
or by phone (Work: 785-628-4539; Home: 785-726-4205) to alert the Director
that such a referral has been made. Please do not provide
the information
that is being requested without consulting others as described
in these guidelines.
3. In some cases, a law enforcement
official may be physically present and demand documents held
by the University. If a law enforcement
officer or other government agent presents a court order, subpoena
or other legal document after hours or on weekends,
call John Ross
at 785-726-4205. All law enforcement or other government
agents
should be asked to provide proper identification and a record of
the identification information should be made.
4. University legal counsel (628-4233) will be called by the
Library Director or library employee to whom the requestor of
information has been referred immediately upon receipt of the
referral. This will allow Legal Counsel to review the legal sufficiency
of the documents, including but not limited to documents such
as court orders, search warrants, subpoenas and summons. Only
after review can legal Counsel provide advice, direction and guidance
on compliance with such documents.
5. If a federal law enforcement agent or other government agent
is demanding immediate compliance, contact Campus Police (625-5304
during work hours, 625-1011 after hours) and ask to speak with
an officer to verify the credentials of the agent and the need
for immediate compliance. Campus Police will aid in seeing that
the referral is made to a Library administrator and that all reasonable
attempts are made to contact Legal Counsel for guidance before
any access to information is allowed.
6. The library administration and staff will train new staff
and student employees immediately upon employment how to implement
this policy and respond appropriately to requests for patron information.
To inform the public, Forsyth Library will post clear information
about and laws and policies affecting patron privacy on its home
page.
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