Massachusetts Public Library Trustees Handbook

Policy Development
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Policy Development

Policy development and changes are major decisions affecting established practice and policies. Trustees should allow adequate time for policy consideration and avoid incomplete assessment of possible options. If undocumented recommendations are rubber stamped by the board without due consideration, the trustees will waste time reconsidering prior decisions, acting in crisis situations and rebuilding lost confidence of the staff and community.

While trustees have the legal responsibility and authority to make policy, experience shows that the decision process works best when the library director and other staff are involved in researching options, preparing draft policies and presenting them for board consideration. In medium and large libraries, the staff usually assumes responsibility for submitting policy analysis to the appropriate board committee. In small libraries, trustees may often prepare the analysis of policy options.

Policy Development Process Includes:

A statement of the condition or problem, past or present, which requires policy consideration.

  • A statement telling how any policy will contribute to the accomplishment of the library's goals and objectives.

  • A statement of all existing policies related to or affected by the policy decision.


  • A listing of policy options available, with an analysis:
    Long and short range effects of enacting the new policy
    Potential side effects, positive or negative, of passing each policy
    Relevant legal ramifications
    Cost in terms of library resources: staff, budget, collection and buildings

  • A recommendation accompanied by a summary of the corresponding rationale for changes in related policies.

  • Draft of concisely worded proposed policy.

The policy manual usually begins with general information, including the history of the library, the purpose of the library, a philosophy statement and the goals of the library. Often a community analysis, summary of the library plan and objectives is included, depending on the scope and availability of these reports.

Some policies govern service to the community. Other policies govern the day-to-day management of the library. Below is a list of policy areas and elements generally included in policy statements. Local needs and situations will determine the content and details of the policy manual.

Public Service Policies

Public policies reflect the library services and resources available to the community. Public service policies should be available for publication and broad distribution throughout the community. A general booklet or brochure of policies and regulations should be available in every library.

  • Eligibility for use and registration, including non-residents, institutions and governments

  • Circulation, loans, renewals, reservations, overdues, lost and damaged materials

  • Customer service

  • Public access computers, photocopier, fax

  • Audio-visual services including loan and use of equipment

  • Interlibrary loan and reciprocal borrowing

  • Photocopying and copyright

  • Reference service: scope, depth and type

  • Internet access

  • Fees for electronic reference service, computers

  • Confidentiality of records

  • Complaints and chain of authority

  • Requests for reconsideration of library materials

  • Programs and special events

  • Special collections

  • Exhibits, displays and bulletin board restrictions

  • Outreach services: homebound, institutionalized, handicapped, bookmobile, deposit collections

  • Problem behavior: unattended children, loitering, sleeping, noise levels

Use of Library's Meeting Rooms Policies

  • Eligibility of users: who and when

  • Fees for use

  • Meetings open to the public

  • Restrictions for regularly scheduled or frequent users

  • Priority of library activities

  • Reservations, applications, responsibility of user and library

  • Maintenance, refreshments and smoking

Community Relations Policies

  • Public relations authority and responsibility

  • Appropriate media

  • Scope and emphasis

  • Distribution of printed materials

  • Participation of staff and trustees

  • Solicitation of input from community on library programs and services

Friends of the Library Group Policies

  • Roles and responsibilities

  • Staff and trustee participation

  • Relationship to trustees, library director and staff

Volunteers Policies

  • Roles and responsibilities

  • Recruitment and selection

  • Duties and any limitations

  • Library staff responsibilities

  • Recognition and rewards

Cooperation with Other Libraries Policies

  • Need for cooperation

  • Types of cooperation

  • Affiliation and reciprocal arrangements

  • Kinds of libraries, types of groups and agencies

Relationship with Schools Policies

  • Define separate functions and objectives

  • Provide statements about materials selection, borrowing privileges and public service policies

  • Determine ways of establishing cooperation on local and regional level

Materials Policies

As with other areas of library service, policies must be established for the materials collection. A comprehensive materials policy addresses the following:

  • Philosophy and goals

  • Community analysis and resources

  • Responsibility for selection

  • Criteria and quality of materials

  • Type and formats of materials, such as paperbacks, magazines, large print, electronic formats, newspapers, and videotapes

  • Scope and emphasis of the collection

  • Duplication of materials

  • Age levels and other user group information

  • Special collections

  • Maintenance of collection, damaged materials, and replacement

  • Withdrawal and disposal of materials

  • Disaster priorities

  • Textbooks and materials related to school curriculum

  • Cooperative arrangements, community resources, other arrangements

  • Confidentiality of patron records

  • Censorship and controversial materials

  • Citizen complaints and requests for reconsideration

  • ALA Library Bill of Rights (see Appendix A)

  • ALA Freedom to Read Statement (see Appendix B)

  • Other ALA statements of policy (ALA positions and policies may be viewed on their website at http://www.ala.org

Massachusetts General Laws Chapter 78, section 33, requires each library's board of trustees to establish a written policy for the selection of library materials and the use of materials and facilities in accordance with standards adopted by the American Library Association. The law also states that no employee shall be dismissed for the selection of library materials when the selection is made in good faith and in accordance with the approved policy mentioned above.

Gifts and Special Materials Policies

  • Conditions of acceptance: gifts in kind, restricted gifts, loans, valuation, de-accession

  • Disposition of unusable gifts: disbursement priorities

  • Acceptance of property, paintings, equipment, money

  • Denominational literature

  • Historical materials and writings of local authors

  • Gifts for memorial purposes

  • Recognition of gifts by the library

  • Gift administration: acknowledgement, recognition, record keeping

  • Fundraising

  • Investments: asset allocation, asset management, spending rules

  • Contributions: where accepted gifts are directed (e.g., to current operations, to endowment, to a plant fund, to a book fund)

General Management Policies

  • Organizational authority and responsibility

  • Bids for equipment and services: acquisition, maintenance and replacement

  • Budgeting and purchasing

  • Payroll and personnel files

  • Records management

  • Use of library vehicles and equipment

  • Inventory and insurance

  • Telephone and mail service

  • Security and emergencies

Facilities Policies

  • Disaster plan

  • Emergencies such as snow days or loss of power

  • Insurance and maintenance

  • Inventory and use of equipment

  • Site selection criteria for branches and bookmobile stops

  • Acquisition, ownership

  • Bulletin boards and distribution of free materials

  • Americans With Disabilities Act (ADA) compliance

Trustees Policies

The bylaws of the board of trustees constitute board policy in relation to the manner in which the board should operate as well as the responsibilities of trustees individually and collectively. Specific statements concerning travel expenses, membership and attendance in professional library organizations should also be added to this section of the policy manual.

Personnel Policies

Personnel policies must comply with all pertinent state requirements and the federal Equal Employment Opportunity Act of 1972 which prohibits discrimination because of race, color, religion, sex or national origin in any term, condition or privilege of employment. Personnel policies are often based on the guidelines of the local municipality. The main points of personnel policy usually include the following:

  • Classification and job description

  • Organizational chart of responsibility

  • Salary scale

  • Hiring and promotions

  • Probationary work period

  • Performance evaluation

  • Benefits available, such as insurance, retirement, and worker's compensation

  • Working conditions and hours of work

  • Vacation, holidays, sick leave, maternity, paternity, family, military, jury duty, and overtime

  • Leaves of absence, with or without pay

  • Sexual harassment

  • Substance abuse

  • Training and continuing education

  • Attendance at professional meetings

  • Professional affiliations

  • Grievance procedures

  • Disciplinary actions

  • Resignation and termination

  • Mandatory retirement

  • Use of substitute staff and volunteers

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