Our Extended Access library membership guide

How we offer Extended Access

We have added smart technology to some of our libraries so that they can be open beyond staffed hours. This allows us to extend library opening hours, so more people can use the library at times convenient for them.

We currently offer this at:

• Verwood Library
• Sturminster Newton Library
• Gillingham Library

 

We plan to add this to Sherborne Library in the near future.

Our libraries with Extended Access will be open from 8am to 8pm Monday to Saturday, check our website for any variations. Extended Access will not be open on bank holidays.

How it works

Once you complete the induction, we will activate your library card so that you can use it during Extended Access hours.

To use the library during Extended Access, scan your library card at the door, key in your PIN and press the green 'enter' button. The door will then open, and you can use your library card in the normal way. 

Audio loudspeaker announcements will warn you when the library is due to close. The announcements will play 15 minutes before closure, and the public computers will switch off at this time too. The announcement will play again 5 minutes before closure. The doors will either automatically open to let you out or press the button to release the door.

At closing time, the machines and lights are automatically switched off, the door is locked, and the intruder alarm is set. If anyone remains in the library after closing time, the alarm will be activated. You will still be able to leave by pressing the exit button near the front door or through the fire exit.

Who can use Extended Access

Any library member aged 16 and over can use the service after completing the induction and agreeing to the terms and conditions. If you are under 16 years of age, you can use the library during Extended Access, but you must be accompanied by a parent or guardian who has an Extended Access membership. 

What you can do in Extended Access

During Extended Access, you can:

• borrow, return and renew library items and pay charges using the self-service kiosks
• collect reserved items that are awaiting collection on the reservation shelves and borrow them using the self-service kiosks
• use the public computers
• print, photocopy and scan documents from the public computers 
• access and browse the public library catalogue on the public computers 
• use the free library Wi-Fi 
• study 
• meet others 
• meet as a group free of charge in the library space 

What you cannot do during Extended Access

During Extended Access, you cannot:

• make general enquiries and access staff support, including help to use library facilities such as public computers, self-service kiosks and photocopiers 
• make changes to your personal library membership details 
• access any public library toilets 
• access meeting rooms, unless you have pre-booked 
• hire DVDs 

Meeting rooms 

Meeting rooms are available for hire at some locations. You can meet others in the main area of the library during Extended Access if you are mindful of other library users.

Staff support 

If you cannot use the library during Extended Access because you need support from our staff, please visit during staffed hours.

Disabled access 

If you are currently able to use the library, you are also welcome to use it during Extended Access if you attend an induction and acknowledge no staff will be available to assist you. If you need to bring a carer with you, they will also need to have registered for Extended Access and completed the induction.

Your safety 

For your safety and security: 

• all libraries will be monitored by CCTV during Extended Access hours
• there will also be an emergency phone available, which will connect directly to Customer Services
• all libraries are fitted with fire alarms that will both sound and flash in the event of a fire
• we will cover all emergency evacuation procedures, and the location of emergency exits later in this induction

Transcript of the video

Welcome to extended access in Dorset libraries. Extended access allows library members to use the library beyond staffed hours. Customers will be able to borrow and return books, collect reserved items, browse the public library catalogue, use public computers and printers, study, work, or meet others at a time that suits them.

Entering the library is easy. Scan the barcode of your library card at the keypad, enter your four-digit PIN and press the green 'enter' button. You can also use your barcode from the LibrariesWest app.

The doors will now open, and you can enter the building. Please ensure you do not allow anyone else to enter the building at the same time. At some sites, you may also have to scan your library card a second time at the internal door.

When inside, you can use the public computers and free Wi-Fi, do printing, photocopying and scanning. Self-service kiosks will be available for borrowing, returning and renewing books, collecting reserved items and paying library book charges.

Meeting rooms at some libraries will be available for hire during Extended Access hours. Bathroom facilities will not be available during these sessions. When using extended access, please behave in a way that is respectful of other users and the library facilities.

You will need to exit the building when the library is changing from a staffed session to an extended access session for fifteen minutes. This will allow staff to ensure the library is safe and secure. To ensure public safety, there is live CCTV recording at all times, and a record is kept of library barcodes used to enter the building.

If there is an incident, customers can report it using the emergency landline phone and nearby instructions. Comment forms are also available; please scan the QR code indicated on the poster.

Please look after your personal belongings at all times. Make a note of the fire exits, and if a fire alarm activates, please leave the building immediately through the nearest available fire exit.

Before the end of the extended access session, there will be an audio announcement fifteen and five minutes before closing.

Please ensure you leave the library before the session ends. At some sites, the door will open automatically when exiting the building. At others, you will need to press the exit button. Extended Access is available to 16-year-olds and above.

Look at the virtual tour of your local library if you would like to familiarise yourself with the space:

• Verwood Library virtual tour, images and floor plan
• Sturminster Newton Library virtual tour, images and floor plan
• Gillingham Library virtual tour, images and floor plan

Terms and Conditions for Extended Access in Dorset Libraries

1. Eligibility

To register to use Extended Access you:

1. must be 16 years old or over, children under 16 years old can come in if accompanied at all times by a responsible adult
2. have a current, active membership - this means you have used your library card within the last two years
3. you have not been banned from using library services or received a verbal or written warning in the last year
4. must complete an induction either online or in-person and agree to our terms and conditions of use

Each adult must have individual Extended Access membership to enter and a carer accompanying a member must have completed their own registration.

Library cards are not transferable.

Dorset Library Service reserves the right to refuse Extended Access if it is felt there are sufficient grounds to do so.

New members are welcome to sign up to use Extended Access.

2. Induction

Prior to using the service, you must complete an induction session either online or in-person for Extended Access, which covers the following:

1. the location of the emergency telephone. To use this, lift the handset and you will be automatically connected to a customer advisor after 4 seconds.
2. the location of the emergency exits, please see the appropriate virtual tour for the library you are interested in. If a fire alarm sounds, and there are flashing lights you must exit the building through the nearest fire exit.
3. reporting incidents in the library can be done by using the QR code displayed on posters in the library, via Contact Dorset Libraries or in the case of an emergency via the emergency phone.
4. the entry panel and how to use it
5. which services can be used during Extended Access
6. information about the visual and audible closing/opening procedures

Please advise staff if you have any condition or impairment which may affect your ability to carry out an evacuation procedure.

3. Terms and conditions of use

1. use of the library building during Extended Access hours is strictly at your own risk
2. you must not let anyone else access the building using your library card and PIN
3. parents and carers are permitted to take children under the age of 16 into the library but you must stay with them in the building
4. adults with children should ensure the safety of their child/children whilst at the library
5. customers must treat the building, its contents and other customers using the service, with respect at all times
6. any loanable item taken from the library must be borrowed through the self-service kiosks 
7. you must not intentionally allow any other unauthorised person to enter the building
8. if you become aware of an unauthorised person entering the building and you feel safe to do so you can use the emergency phone to report the unauthorised entry
9. if you become aware of an incident, health and safety or otherwise which you feel should be reported you should use the emergency phone if safe to do so to report the incident, and if necessary, evacuate the library
10. toilet facilities will not be available
11. you are mindful of other library users when consuming food and beverages on premises
12. you accept that the Extended Access service is provided at the discretion of the library, and this service may be revoked and/or your permission to use Extended Access terminated with immediate effect
13. the building is covered by high-quality CCTV which records images. These images will be used to
    1. ensure that the Terms of Use are met
    2. support a criminal prosecution, if appropriate
14. you must complete an induction either online or in-person before you will be authorised to use the system

Access to the library during unstaffed hours is granted by Dorset Council without responsibility to users. The Council is not responsible for any theft, damage, destruction or loss to your property or personal belongings or for any loss or damage suffered by you as a result of any cause beyond our control.

Data privacy statement:

Dorset Council is registered with the Information Commissioner’s Office for the purposes of processing personal data. The information you provide will be held and used in accordance with UK and European data protection law. Dorset Council works in partnership with Bath & North East Somerset, Bristol, BCP (Bournemouth, Christchurch & Poole), North Somerset, Somerset, and South Gloucestershire to provide a library service (LibrariesWest). The personal details provided by you will be stored in a shared database so you can use libraries across the region. For further details on how we use your personal information in the delivery of library services, please read our full privacy notice which is also available at our libraries. If you have any concerns about how your personal data is handled, please contact the Data Protection Officer at [email protected].

I confirm that I have been given an induction (as described in paragraph 2 above) and I am confident in the use of the service outside of staffed hours. I agree to abide by the terms and conditions of use (as per paragraph 3 above) and I understand that should I not abide by these terms and conditions my use of Extended Access may be revoked with immediate effect, and I may become liable for my acts or omissions arising as a result of a breach of these terms and conditions. I have read and understand the Data Privacy Statement.

Email the terms and conditions page to yourself
Download the terms and conditions to keep and refer back to (or email to yourself)

The Code of Conduct details the rules in place and is a general statement of the conduct we expect from users of our library facilities and services. Acceptance of this Code is required to become a member of a Dorset Council library and use any additional services provided by the library.

It is your responsibility to familiarise yourself with the code and to observe it.

The library community

You are expected to treat Library Services staff and fellow users with dignity and respect. Dorset Council does not tolerate antisocial behaviour. This includes:

• demeaning, abusive, indecent or offensive language or comments
• shouting and/or use of aggressive or inappropriate gestures
• threatening behaviour or physical harassment
• comments that discriminate on the basis of race, gender, sexuality, disability, religion or any other grounds

Such behaviour will result in an immediate ban from all services.

The library environment

Noise:

• we ask customers are mindful of others using the space, especially if library study spaces are in use

Eating and drinking:

• cold snacks and hot or cold drinks are permitted
• all litter should be disposed of in the bins provided and the library should be kept in a tidy condition

Photography and filming:

• the taking of photographs and filming are not permitted in any library, except with written permission from the Service Manager for Libraries

Your safety and security

It is unacceptable to:

• gain access to library facilities by means other than the designated entrance
• gain access to library facilities by means of a library membership card other than your own or allow someone else to use your library membership card

To ensure your safety and security whilst using the library spaces, we operate closed circuit television (CCTV) cameras and engage staff to undertake routine patrols.

To ensure your own security and that of your belongings, please follow these guidelines:

• do not leave your property and valuables unattended. Keep them with you always. Unattended bags will be considered a security risk and may be removed
• be vigilant and report anybody acting suspiciously via the emergency phone
• ensure that you pack up your belongings and leave the library before closing time
• familiarise yourself with evacuation routes and, in the event of an emergency, follow any instructions given to you by staff or during your Extended Access induction. It is your responsibility to follow the council’s Health and Safety procedures

Theft and vandalism

• if you discover that property belonging to the council has been vandalised, please report this using the emergency phone
• vandalism of any council property or premises is subject to further investigation and may result in a ban from Dorset Council Libraries

Action taken after a breach of the code

Serious or persistent breaches of the Library Services Code of Conduct may result in suspension from the use of and access to Council Library services and resources.

Email the code of conduct to yourself
Download the code of conduct to keep and refer back to (or email to yourself

This notice is to tell you why we need your information and how we will handle it. This notice is for CCTV in libraries with Extended Access.

What information do we need from you?

CCTV will capture information in real time wherever the cameras are pointed, and these cameras capture footage of you whilst you are on the premises. Cameras are situated both inside and outside the buildings.

CCTV will be in constant operation whilst the library is staffed and in Extended Access mode. This enables the premises to be remotely monitored to alert staff to any issues.

In the event of an emergency or incident there is an emergency phone which will connect you directly to Customer Services who will be able to help you. No audio record of such conversations will be made.

Signs are displayed externally as well as throughout the library to remind customers that CCTV is in operation.

Why do we need this?

We need to capture footage with surveillance cameras:

• to ensure the health and safety of employees and visitors to the sites
• to detect, prevent or reduce the incidence of crime
• to prevent and respond effectively to all forms of possible harassment and disorder
• to reduce fear of crime
• to create a safer environment
• to provide emergency services assistance
• to assist with health and safety and other serious occurrences
• for the defence of the council or its employees with regards to legal or insurance claims

Why are we allowed to process your information?

Data protection law allows us to process your information within certain conditions. In this case we are using as the lawful condition for us to do this:

• our legal obligations
• our legitimate interests

We also need an appropriate lawful reason to process sensitive data. In this case, we are processing your sensitive personal data because:

• this is necessary as part of your employment or social security and protection law
• of substantial public interest

Who will we share this with?

Sometimes we need to share your information with others. We will only do this when it is necessary, or if we are required to do so by law. We do not plan to share it with anyone else or use it for anything else. When it is necessary, we may disclose footage to specific partners.

We may be asked to provide footage to assist the police with any criminal damage or their investigations. We may also be asked for footage from insurance companies should there be an incident involving car accidents or damage to cars parked on council premises. However, there is no planned regular or scheduled sharing of CCTV footage with any external organisations. Should this situation change, this fair processing notice will be updated and reissued, in order to keep you fully aware of how the council plans to use CCTV footage which you may be captured in.

CCTV footage will only be processed internally by council staff who are authorised to do so and any other departments where there is a legitimate and lawful reason for their involvement, such as HR colleagues in the event of an investigation.

From time-to-time CCTV on entry points to the council premises may be used for monitoring purpose but at no time will individuals be the focus of this monitoring. Instead, it may be used to see if there are any issues with security or access. Trained and authorised council staff will be able to remote access onto live CCTV footage to perform security sweeps when a building is shut to ensure all members of the public have successfully vacated the premises and that there are no hazards in the building.

How will we keep it secure?

We will take all reasonable steps to prevent the loss, misuse, or alteration of your personal information. Only the people who need to see your personal information will be allowed access to it. We will not send your information outside the UK/Europe. 

CCTV images are held locally on image servers in libraries for 30 days. Access to the image server is protected via username and password. Image servers are located in access controlled back-office locations. Images can only be viewed by named officers and in accordance with the councils CCTV policy.

How long will we keep it for?

We will only keep this information for as long as necessary or as the law requires. For this service that would normally be 30 days at which point it will be automatically overwritten by the system, some footage however may be overwritten sooner than this.

Any footage which is pulled from the system for official purposes will be subject to departmental retention schedule. For example, if footage is required for HR purposes, then it will be kept in line with HR retention timescales.

What if something changes?

If we need to change something like who we want to share this information with, we will contact you to let you know.

Email the CCTV Processing Notice to yourself
Download the CCTV Processing notice to keep and refer back to (or email to yourself)

Before you start

Before you start, you will need your library card to give us your 10 digit library membership number.

If you have any additional needs or requirements, please visit your local Extended Access library to discuss these with a member of staff.

Apply now

If you have any questions, use our online form to contact our library team.