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Kentucky Department for Libraries and Archives

Creating Policies and Procedures

​The library board is responsible for adopting policies that provide a structure for smooth library operations. Policies are enforceable only if they are in writing and have been adopted by the board. The library director is responsible for implementing library policies and creating procedures that conform to and support the library's policy framework. 

The library director advises the board of policies that need to be implemented or changed. Typically, the director will draft the policy, utilizing staff input where needed, and bring it to the board for their consideration and approval. Library policies can cover many areas, including board, personnel, and operations.  If a policy covers complicated situations or may have legal ramifications, the library should seek an attorney or human resource professional's review. 

Libraries are encouraged to institute a regular policy review cycle, so that each policy is reviewed at least once every three years and amended, if necessary. A handy tool for this is an annual calendar to project when policies will be reviewed and what activities will be handled each month. 

Having policies and procedures in place will help: 

  1. Define guidelines for appropriate behavior for both the public and staff.
  2. Provide consistent work standards and guidelines for the variety of situations staff will encounter. 
  3. Ensure compliance with all federal and state laws and regulations.
  4. Create a framework for a safe, fair, and non-discriminatory work environment.
  5. Set consistent standards for the public's use of library resources.
  6. In the event of crisis or difficult circumstances, provide proactive support for staff response – avoiding the pitfalls of crisis policy making. 

General Policy Development 

Questions to ask in creating and reviewing policies are: ​

  • Are your policies in alignment with the library's mission and goals? 
  • Are your policies reflective of actual practice and enforceable?

Tips for successful policies: 

  • Review and update on a regular schedule. 
  • Keep language concise and easy to understand. 
  • Structure in a way that enables practical implementation. 
  • Comply with local, state, and federal laws. 
  • Ensure policies and procedures do not contradict each other.
  • Clearly delineate between policies and procedures. 

Here are some definitions to help determine which type of document you need: 

Board Approved: 

  • Bylaws: Rules written and adopted by the library board to provide the structure for how the board will conduct its business. Bylaws are a framework for board operations. Bylaws are based on legal requirements and rarely change.
  • Policies: Statements of basic principles guiding decisions and providing direction on how the library operates. They ensure that the library is operating in ways that are consistent with its mission, goals, and objectives. Policies are updated at regular intervals or as necessity demands.

Director Approved:

  • Procedure: A written, step-by-step description of how staff will implement policy. Procedures are more flexible than policy and will change as needs and tools available to staff change. Procedures are developed in consultation with staff and managers.
  • Practice: The day-to-day activities of the library. Remember: actual practice should conform with procedure and policy. In practice, policies and procedures should be implemented in a consistent and non-discriminatory way.

KDLA Resources: