Trustee Manual: Policy Making
Chapter 10 Policy Making | Next Chapter | Previous Chapter | Table of Contents | PDF
Library policies are important tools used by library trustees and staff to provide effective service to the community. Policies reflect the library's philosophy of service and explain the reasons for setting rules and limitations. To be effective and justifiable, policies must be well-designed, well-written, and capable of being applied consistently and fairly.
What are Policies?
Policies are broadly stated, written guidelines for decision making that are formally adopted by the board. The library board must approve all policies in properly advertised public meetings. Library policies should promote the best interests of the community and be consistent with the library's mission and long-range plan.
It is important for policies to be legal, clear, and reasonable. All ramifications must be understood, including the effects on the public image of the library. Policy language and intent can affect enforceability. Prior to adoption of a new policy or when amendments are proposed, boards should submit the policy drafts to their local government attorney for review.
Why are Policies Needed?
Policies guide the daily operations of the library and provide the framework for decision making by the library director and staff. Like other public institutions, a library must endeavor to meet public expectations in a consistent, fair and efficient way. A comprehensive set of well-defined, well-written policies is important to a public library because policies guide trustees and library staff in carrying out their duties; help ensure high-quality service to meet community needs; communicate privileges and duties regarding library use to the public; help ensure fair treatment of all patrons and staff; and help ensure conformity to local, state, and federal laws.
Who Makes Policy?
The crafting of a specific policy is usually prompted by a particular problem or need brought to the attention of the board by the library director or member of the public. The library director, with staff input, researches and drafts recommended policies. The board discusses, revises if necessary, and approves policies. The director makes sure staff and public are aware of policies. The board should review policies on a regular cycle so all policies are reviewed at least every three years. For example, one or two policies could be studied per meeting until all of the policies have been reviewed and updated if necessary.
Policies and Public Access
By law, library policies must be accessible to the public. Most libraries collect their policies in an easy-to-update ring binder or maintain their policies on the library web site. Each policy should have a reference to the date of board adoption or revision. Board members may wish to have their own copies of the policy manual or at least know where to find the policies.
Examples of "Good" and "Bad" Library Policies
Subject of Policy |
"Bad Example" |
What is Wrong? |
"Good" Example |
| Loan period for books and compact discs | Patrons may borrow books and compact discs for a period of three weeks or two weeks. | Stated ambiguously. | Patrons may borrow books for three weeks. Patrons may borrow compact discs for two weeks. |
Library materials lost by patrons |
Patrons who lose library materials may be asked to pay for them. |
Leaves room for inconsistent application and unequal treatment. |
Patrons who lose library materials will be charged the cost of the materials. |
Posting notices on a public bulletin board |
The board of trustees will give or deny permission for all postings on the public bulletin board. |
Implementation of the policy is too specific for the board’s involvement. The board properly establishes the bulletin-board policy but does not implement it. |
The library will provide a self-posting public bulletin board; library staff will regularly review postings to remove obsolete items or items that do not conform to board policies. |
Responding to patron challenges to particular materials |
Someone from the library should respond promptly to a patron challenge to particular materials. |
Not specific enough. |
In the case of a patron challenge to particular materials, the board will designate a staff member to contact the patron within 24 hours to explain the library’s policy and procedures regarding challenged materials. |
Overdue fines |
The overdue fine for a book is 20¢ per day; the daily fine doubles every seven days and continues accruing. |
Open to various interpretations; no fine maximum specified; policy may be unfair and counterproductive to the return of materials. |
The overdue fine for a book is 20¢ per day; the fine continues accruing up to $6. After the item is 30 days past due, the patron will be charged the replacement cost. |