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Sample Public Library Policies & Development Tips |
Below you will find
policy development tips and samples. They are divided into two categories:
- external (policies dealing with the public) and
- internal (administrative policies).
The library boards' ultimate
responsibility is to ensure and protect the reputation of the institution -
best realized through the adoption of clearly written library policies. Written
policies provide consistency for patrons and staff, help to resolve misunderstandings,
reduce incidents of conflict and help to protect from litigation.
Internal Policies
- Internal Financial
Controls
- Purchasing
- Who does the purchasing for the library? What is the board involvement?
When does staff need to get bids? How are records kept?
- Investment
- Does
the library make investments? Who handles this?
- Fundraising
/ Gift - How does fundraising support the library's goals and
objectives? Can a donor request that donations be used for a particular
purpose? Is the donor given a receipt? How does the library recognize
donors? Does the library accept gifts of: equipment, furniture, books,
DVDs and/or other library materials, land, stock? Who is responsible for
determining whether or not the library will accept a donation? Who is
determines the amount to be raised and what the funds will be spent on?
Where are funds raised deposited? Are the funds invested? Deed
of Gift Examples
- Fundraising
& Friends - How are the library board, director and staff
involved? Who is determines the amount to be raised and what the funds
will be spent on? Who is responsible for managing the fundraising efforts?
Where are the funds collected deposited? Are the funds under the control
of the library or the Friends? Are the funds invested? Who has approved
the investment plan? How and when are the funds turned over to the library?
Is a portion of the funds retained by the Friends? Is there a maximum
amount or percentage that can be withheld? Are donors aware that funds
are being withheld? How are donors recognized?
- Conflict
of Interest
- Code
of Ethics
- Confidentiality
of Patron Records
- Why does the library maintain the confidentiality of patron records? What
state
laws/regulations exist that address confidentiality of patrons records?
Has the library adopted the Library
Bill of Rights and/or the Code
of Professional Ethics? Under what circumstances, if any, will library
staff provide borrower-related information concerning
a minor child to his or her parent or legal guardian? What
is the procedure for handling requests made under the USA PATRIOT Act or FISA?
[excerpted
from Creating Policies for Results: From Chaos to Clarity by Sandra
Nelson and June Garcia, ALA, 2003]
USA PATRIOT Act Policy Compliance - Does the library adhere to the ALA
Code of Ethics?
- Personnel
- How are vacancies
filled? How is staff expected to act on the job? Is there a dress code? How
should staff report harassment? What provisions are made for staff development/training?
How are grievances handled? What is the procedure for evaluation? What benefits
are offered? Is there vacation/sick time? Under what circumstances can someone
be dismissed?
- Public
Relations - Who
handles public relations for the library? Does the library send out press
releases?
- Disaster
& Emergency
- How does
the library define the terms emergency and disaster? Who is
responsible for reporting an emergency situation at the library and requesting
assistance from police, fire, paramedics and others? Where can staff obtain
the phone numbers and other contact information to report an emergency? Under
what circumstances may staff administer emergency medical assistance? Under
what circumstances is the library board informed of an emergency situation
at the library? Who is responsible for handling media inquiries about an emergency?
How are emergencies or disasters that occur when the library is closed handled?
Are staff expected to submit a written report after the emergency or disaster
is under control? Who is the report sent to? How soon after the event should
it be submitted? How will the report be used? [excerpted
from Creating Policies for Results: From Chaos to Clarity by Sandra
Nelson and June Garcia, ALA, 2003]
- Volunteers
- Does the library
use volunteers? How are volunteers solicited? Interviewed? Trained?
External
Policies (4 categories):
Collection
- Lending
Rules / Procedures
- Interlibrary
and Interagency Cooperation: Does your library supply materials to other libraries
and/or agencies? Under what circumstances?
- Collection
Development /Materials Selection
What type of materials do you buy? How do you balance your collection? How
do you manage a patron challenge to something purchased? How do you balance
your collection with community needs?
- Challenge
of Library Materials Does the library have a collection development policy?
Has the library adopted or endorsed the ALA Library
Bill of Rights and/or its statements on Freedom
to Read and Freedom
to View? What should a staff person do if a patron
approaches them with a concern about a particular item in the library's collection?
What if someone calls with a complain? What about an email or written complaint?
Should the complaint be saved? Do you have a written
form for patrons to fill out? What process does the staff follow for the
reconsideration of an item? How is this process and the decision communicated
to the library patron who initiated the request? If the patrons disagrees
with the ruling is there an appeal process? What is the appeal process? Who
has the ultimate say on whether an item is suitable for the collection or
whether it has been properly classified? [excerpted from Creating
Policies for Results: From Chaos to Clarity by Sandra Nelson and June
Garcia, ALA, 2003]
- Free
Access to Libraries for Minors: An interpretation of the Library Bill
of Rights (ALA)
- Freedom
to Read Statement (ALA)
- Library
Bill of Rights (ALA)
Public Space
- Patron
Code of Conduct - What type of experience do you
hope a patron has at your library? What behaviors are expected to insure that
all patrons of your library have a good experience in your building? Consider
issues such as cell phones, food or drinks, concealed weapons, and animals,
besides service animals, in the library. What behavior is unacceptable in
the library or on the library property? How are patrons made aware of the
code of conduct for your library? What should a staff person do if a patron
is not following your code of conduct policy? What would a staff person do
if a patron continues to violate your policy? Under what circumstances would
the police be brought in to deal with a patrons unacceptable behavior? Who
would a patron appeal to if they felt the had been wrongly singled out? What
would be the appeal process? How
could a patron request a revision to your policy? What process will the library
follow to respond to requests for revisions?
[excerpted from
Creating Policies for Results: From Chaos to Clarity by Sandra Nelson
and June Garcia, ALA, 2003]
- Child
Safety/Unattended Children in the Library - What should staff do when
they observe an unattended child in the library? What should staff do when
an unattended child is still in the library at closing time or if there is
an emergency closing of the building? What should staff do if an unattended
child is being disruptive? Under what circumstances are the police called?
How are parents made aware of your policy?
- Americans
with Disabilities Act Statement & Service to Disabled Patrons - If
your library is not handicapped accessible how will you provide service to
someone who cannot enter your building or a part of your collection?
- Tutoring
Policy
- Sample Incident Report
Forms (in MS Word): Sample
1 | Sample
2 | Sample
3
Meeting Space / Exhibit
Space
- Meeting
Room Use - Why
does the library have a meeting room? What is the primary purpose of the meeting
room? How does the use of the meeting room support the library's mission?
What events or programs may occur in the meeting room? What events or programs
are prohibited, if any? Who may reserve the meeting room? Adults only? Young
adults? Children? Is there a fee for the use of the meeting room? If yes,
at what point must the fee be paid? Under what circumstances is the fee waived?
If a meeting is canceled would the fee be refunded? If yes, under what circumstances?
May the meeting room be used when the library is closed? If yes, is there
an additional fee to cover the cost of staff who must stay until the event
is over? May the individual or group using the room charge a fee for people
to attend the program they are offering in the library's meeting room? If
so, may fees be collected on the library's premises? Will the individual or
group that is renting the meeting room be expected to sign an agreement that
states the terms and conditions of the usage of the room? How far in advance
may a meeting room be reserved? Do library events take precedent? May the
group renting your meeting room use the library's AV equipment? Is there a
fee? Are staff required to set up the equipment? Who is responsible for meeting
room set up and clean up? May food and beverages be consumed in the meeting
room? May alcohol be consumed in the library's meeting room?
- Displays,
Exhibits and Posting - Are exhibits and displays
created only by staff or are other organizations and individuals authorized
to create exhibits and displays in the library? What is the process for an
outside organization or individual to mount a display? Does the outside organization
need to sign a release to have a display in the library? Who is responsible
for the quality of a display? Who schedules displays? Is there a fixed time
for a display to be up? Can library materials be used in a display? How is
a complaint about a display handled?
Internet / Technology
-
Public
Use of the Internet / Computers
- How does providing Internet access support the library mission? Does the
library offer unfilteredaccess
to the Internet? Why? Does the library offer filtered access to the Internet?
Why? Who is eligible to use library-provided PCs? May library patrons use
the library's computers to access email, chat rooms, play games, access
news groups and so forth? Is there a time limit? Has the library established
guidelines for Internet use that all patrons are expected to observe? If
so, please attach a copy to this policy. How are patrons made aware of the
guidelines and policy? Is printing allowed? Is there a charge? Is there
a limit to the number of pages that may be printed? What should a staff
person do if he or she notices a patrons not observing the Internet Use
policy? What should a staff person do if a patrons reports that another
patrons is not observing the Internet Use policy? What should a staff person
do if a patron reports that they are offended or bothered by the Internet
use of another patron? How would a patron request a change be made to the
library's Internet Use policy? Who should handle the request? How will the
decision be reported to the patron? What assistance should staff provide
for a patron who is unfamiliar with how to access Internet resources? [excerpted
from Creating Policies for Results: From Chaos to Clarity by Sandra
Nelson and June Garcia, ALA, 2003]
- Wireless
(Wi-Fi) Networks
- Social
Software
- Web Site
Disclaimers
---------------------Samples
INTERNAL POLICY SAMPLES
Internal Financial Controls
Purchasing Policy
Internal Controls
Investment Policy
Fundraising / Gift Policy
Friends Policy
Conflict of Interest Policy
Code of Ethics
Confidentiality of Patron Records
Record Retention / Document Destruction
Law Enforcement Inquiries
Personnel / Human Resources Policies
Media / Public Relations Policy
Filming & Photography
Policy
Disaster Policy
Volunteer Policy
EXTERNAL POLICY SAMPLES
Collection
Lending
Rules & Procedures
Collection
Development / Material Selection Policies
Challenge
of Library Materials
Public Space
Patron Code of Conduct
Child
Safety / Unattended Children
Americans with Disabilities Act
Statement & Service to Disabled Patrons
"Americans with Disabilities Act Statement: Each library
should adopt a general policy statement that affirms its support of equal access
for persons with disabilities and the ADA. The ADA statement should be displayed
in the library and printed brochures for programming, services and policy brochures
for children as well as for adults. The library should be compliant as possible
for its facility and especially for programming for children. ADA Home Page:
http://www.usdoj.gov/crt/ada/adahom1.htm.
[from the NYLA/YSS "Kids
Still Welcome Here" document ] .
Tutoring in the Library
Meeting Space / Exhibit Space
Meeting Room Use
Meeting
Rooms, Displays, Public Forums [Library Law Blog]
Anti-Defamation
League Q&A for Public Libraries
Displays and Exhibits
Posting
More Samples:
Petition Posting Policy
from the Patterson Library of Westfield, NY: Petitions
Petitions will be placed on Bulletin Board #2. A disclaimer will be posted
with petitions stating that any information which appears on the community
information board does not necessarily reflect the policies and/or opinions
of the library staff or library board. Petitions should be presented to the
Library Director. Upon receipt of a petition, the Library Director will date
the petition and record the name of the person presenting the petition. The
petition will be allowed one week for display. Petitions should be no larger
than 8 ½" x 14 " and no more than two pages in length. Petitions
will be disposed of after one week of display if they are not collected by
the petitioner.
Internet / Computer Use
Internet:
Computer Use
Wireless (Wi-Fi) Networks
Social Software Policy
Web Site Disclaimers
Samples
- New York Public
Library: In choosing sources to link to its Website, The New York Public Library
follows its materials selection guidelines. Beyond this, the Library does
not monitor or control information accessible through the Internet and is
not responsible for its content, for changes in content of the sources to
which the Library pages link, or for the content of sources accessed through
secondary links.
NYPL: DISCLAIMER: While every effort is made to provide accurate information,
THE NEW YORK PUBLIC LIBRARY SPECIFICALLY DISCLAIMS ALL EXPRESS AND IMPLIED
WARRANTIES WITH RESPECT TO THE INFORMATION AND MATERIALS PROVIDED HEREIN,
INCLUDING ANY WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE
OR NON-INFRINGEMENT OF PROPRIETARY RIGHTS. THE NEW YORK PUBLIC LIBRARY, ITS
TRUSTEES, OFFICERS, EMPLOYEES, AND OTHER REPRESENTATIVES SHALL HAVE NO LIABILITY
FOR ANY DAMAGES, INCLUDING WITHOUT LIMITATION, DIRECT, INDIRECT, CONSEQUENTIAL,
COMPENSATORY, SPECIAL, PUNITIVE, OR INCIDENTAL DAMAGES ARISING OUT OF OR RELATING
TO THE USE OF THIS WEBSITE OR THE INFORMATION AND MATERIALS PROVIDED HEREIN.
- Queens
Borough Public Library: THESE WEBSITES AND ANY INFORMATION, PRODUCTS OR
SERVICES THEREIN ARE PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND,
EITHER EXPRESSED OR IMPLIED, INCLUDING WITHOUT LIMITATION, THE IMPLIED WARRANTIES
OF MERCHANTABILITY, FITNESS FOR USE OF A PARTICULAR PURPOSE, OR NONINFRINGEMENT,
QBPL does not warrant, and hereby disclaims any warranties, either express
or implied, with respect to the accuracy, adequacy or completeness of any
site, information obtained from a site. THE QUEENS BOROUGH PUBLIC LIBRARY,
ITS TRUSTEES, OFFICERS, EMPLOYEES AND OTHER
REPRESENTATIVES SHALL HAVE NO LIABILITY FOR ANY DAMAGES, INCLUDING AND WITHOUT
LIMITATION, DIRECT, INDIRECT, CONSEQUENTIAL, COMPENSATORY, SPECIAL, PUNITIVE,
OR INCIDENTAL DAMAGES ARISING OUT OF OR RELATING TO THE USE OF THIS WEBSITE
OR THE INFORMATION AND MATERIALS PROVIDED HEREIN.
- Huntington
Public Library: Information on these pages was prepared by the Huntington
Public Library. Neither the Library nor any of its members or its members'
employees, their contractors, subcontractors, or their employees, makes any
warranty, express or implied, or assumes any legal liability or responsibility
for the accuracy, completeness, or usefulness of any information, apparatus,
product, or process disclosed, or represents that its use would not infringe
privately owned rights. Reference herein to any specific commercial product,
process, or service by trade name, trademark, manufacturer, or otherwise,
does not necessarily constitute or imply its endorsement, recommendation,
or favoring by the Library, its members, or any agency, contractor, or subcontractor
thereof. Transmission of any material in violation of any U. S. or State regulation
is prohibited. This includes, but is not limited to, copyrighted material;
threatening or obscene material; expressions of bigotry, racism, or hate;
or material protected by trade secret.
To view full collections
of samples from other states visit:
For more policy samples from MHLS
libraries contact: Rebekkah Smith Aldrich,
Coordinator of Member Information
Last updated: July 2009
East
Fishkill Community Library (NY