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Sample Library Policies

The Ohio Library Council’s Management and Administration Division Action Council collected and edited these sample policies. They are not necessarily an exhaustive list of policies but are intended to assist library administrators in writing their own policies that reflect their own community’s needs and values. The policies have been reviewed by the Ohio Library Council’s legal counsel.

These sample library policies are provided to library administrators as a member benefit. Each section of the sample library policies is available in Microsoft Word to download and edit as needed. Contact olc@olc.org if documents are needed in alternate format.

Public Services Policies | Administrative Policies |
Personnel Policies | Library Board Bylaws | Acknowledgments

PUBLIC SERVICES POLICIES Microsoft Word Icon

  • Introduction
    • Purpose of Policies
    • Service Philosophy
  • PS 1 Operations Policies
    • PS 1.1 Service Area and Governance
    • PS 1.2 Location and Hours of Service
      • PS 1.21 Holidays
      • PS 1.22 Scheduled or Emergency Closings
    • PS 1.3 Staff in Charge
    • PS 1.4 Public Information and Media Relations
      • PS 1.41 Library Spokesperson
      • PS 1.42 Newsgathering in the Library
      • PS 1.43 Photography or Video Recording in the Library
    • PS 1.5 Meeting Rooms and Exhibit Spaces
      • PS 1.51 Meeting Rooms
      • PS 1.52 Exhibits and Displays
      • PS 1.53 Holiday Decorations
    • PS 1.6 Display and Distribution of Non-Library Materials
      • PS 1.61 Bulletin Boards and Literature Display Racks
      • PS 1.62 Voter Information
    • PS 1.7 Gifts and Donations
    • PS 1.8 Disposal of Surplus Materials and Equipment
    • PS 1.9 Recruitment and Use of Volunteers
  • PS 2 Library Materials Evaluation and Selection
    • PS 2.1 Responsibility to the Community
    • PS 2.2 Responsibility for Selection
    • PS 2.3 Criteria for Addition and Retention of Library Materials
    • PS 2.4 Collection Maintenance
    • PS 2.5 Request for Purchase
    • PS 2.6 Request for Reconsideration
  • PS 3 Circulation of Library Materials
    • PS 3.1 Borrower Registration
    • PS 3.2 Lost, Stolen, or Damaged Cards
    • PS 3.3 Restriction of Borrowing Privileges
    • PS 3.4 Borrowing Periods
    • PS 3.41 Borrowing Limits
    • PS 3.5 Fines and Fees
      • PS 3.51 Overdue Fines
      • PS 3.52 Fees for Lost or Damaged Material
      • PS 3.53 Refunds
      • PS 3.54 Overdue and Fine Notices
      • PS 3.55 Collection Agency
      • PS 3.56 Bankruptcy
    • PS 3.6 Placing Holds or Requesting Materials from Other Libraries
      • PS 3.61 Placing Holds
      • PS 3.62 Interlibrary Loan
  • PS 4 Public Access to Library Records
    • PS 4.1 Public Records Policy
      • PS 4.12 Record Requests
    • PS 4.2 Confidentiality of Library Records
      • PS 4.21 Confidentiality of Patron Records
      • PS 4.22 Exceptions to Confidentiality
      • PS 4.23 Releasing Patron Information
  • PS 5 Reference and Information Services
    • PS 5.1 Service Standards
    • PS 5.2 Service Limitations
    • PS 5.3 Fees for Research Services
    • PS 5.4 Local History and Genealogy
  • PS 6 Technology
    • PS 6.1 Internet Access Policy
    • PS 6.2 Library Website
      • PS 6.21 Social Networking Software
    • PS 6.3 Wireless Internet Access
    • PS 6.4 Equipment for Public Use
      • PS 6.41 Use of Workstations
      • PS 6.42 Laptop Computers for Borrowing
    • PS 6.5 Use of Personal Technology
      • PS 6.51 Plugging In
      • PS 6.52 Personal Communication or Entertainment Devices
  • PS 7 Patron Conduct and Library Security
    • PS 7.1 General Code of Conduct
      • PS 7.11 Refusal to Leave the Library
      • PS 7.12 Dress and Attire
      • PS 7.13 Food and Drink
      • PS 7.14 Personal Transportation Items
      • PS 7.15 Animals in the Library
      • PS 7.16 Possession of Weapons
      • PS 7.17 Soliciting, Surveying, and Signature-Gathering
    • PS 7.2 Eviction and Suspension of Library Privileges
      • PS 7.21 Reinstatement of Library Privileges
    • PS 7.3 Unattended Minors
      • PS 7.31 Unattended Minors at Closing Time
    • PS 7.4 Personal Property Disclaimer
    • PS 7.5 Video Surveillance and Recording
  • PS 8 Outreach Services and Interagency Relationships
    • PS 8.1 Bookmobile Service
    • PS 8.2 Home Delivery of Library Materials
    • PS 8.3 Services to Educators
      • PS 8.31 Teacher or Educator Card
      • PS 8.32 Teacher or Educator Collections
      • PS 8.33 School Visits and Off-site Programs
    • PS 8.4 Services to Other Institutional Borrowers
      • PS 8.41 Institutional Cards
    • PS 8.5 Library Friends
    • PS 8.6 Library Foundations and Endowments
  • PS 9 Special Services
    • PS 9.1 Printing and Related Services
      • PS 9.11 Photocopiers
      • PS 9.12 Printing from Public Workstations
      • PS 9.13 Fax Service
    • PS 9.2 Exam Proctoring
    • PS 9.3 Notary Service
    • PS 9.4 Forms and Registration Services
      • PS 9.41 Voter Registration
      • PS 9.42 Golden Buckeye Cards
      • PS 9.42 Income Tax Forms
    • PS 9.5 Drive-Up Window Service

ADMINISTRATIVE POLICIES Microsoft Word Icon

  • Introduction
    • Purpose of Policies
  • AP 1 Purchasing
  • AP 2 Requesting Price Quotes
  • AP 3 Contracts
  • AP 4 Use of Library Credit Cards
  • AP 5 Use of Electronic Signatures
  • AP 6 Investment Policy
    • AP 6.1 Policy Statement and Scope
    • AP 6.2 Investment Objectives
    • AP 6.3 Delegation of Authority
    • AP 6.4 Standard of Prudence
    • AP 6.5 Ethics and Conflicts of Interest
    • AP 6.6. Authorized Investments
    • AP 6.7 Maturity of Investments
    • AP 6.8 Diversification
    • AP 6.9 Deposit Requirements
    • AP 6.10 Safekeeping and Custody
    • AP 6.11 Reporting
    • AP 6.12 Policy Adoption and Revision
    • AP 6.13 Filing the Policy
    • AP 6.11 Distribution of Policy

PERSONNEL POLICIES

Section 1 (Introduction -P 3) | Section 2 (P 4-P 6) Microsoft Word Icon

  • Introduction
    • Mission Statement
    • Values Statement
    • Service Philosophy
  • P 1 Organization of the Library
    • P 1.1 Organization Chart
    • P 1.2 Chain of Command
  • P 2 Employment
    • P 2.1 At-will Employment
    • P 2.2 Opportunity for Employment
    • P 2.3 Hiring
      • P 2.31 Open Positions
      • P 2.32 Nepotism
      • P 2.33 Background Checks
      • P 2.34 Appointment
    • P 2.4 Job Performance Evaluation
      • P 2.41 Probationary Period
      • P 2.42 Annual Performance Evaluations
    • P 2.5 Disciplinary Policy
      • P 2.51 Progressive Discipline
      • P 2.52 Immediate Dismissal
      • P 2.53 Appeal of Dismissal
    • P 2.6 Separation from Service
      • P 2.61 Termination
      • P 2.62 Resignation
      • P 2.63 Retirement
      • P 2.64 Abandonment
      • P 2.65 Death
    • P 2.7 Reductions in Force
    • P 2.8 Personnel Records
      • P 2.81 Record Requests
      • P 2.82 Contents of Personnel Records
  • P 3 Hours and Wages
    • P 3.1 Types of Positions
    • P 3.2 Job Classifications and Descriptions
    • P 3.3 Work Schedules
      • P 3.31 Sunday Hours
    • P 3.4 Payroll
      • P 3.41 Time Keeping
      • P 3.42 Wage Structure
      • P 3.43 Deductions from Wages
    • P 3.5 Overtime and Compensatory Time
    • P 3.6 Honoraria
  • P 4 Employee Benefits
    • P 4.1 Retirement
      • P 4.11 Ohio Public Employee Retirement System
      • P 4.12 Deferred Compensation
    • P 4.2 Insurance
      • P 4.21 Health Insurance
      • P 4.22 Dental Insurance
      • P 4.23 Vision Insurance
      • P 4.24 Life Insurance
    • P 4.3 Paid and Unpaid Leave
      • P 4.31 Sick Leave
        • P 4.31a Sick Leave Credit—New Employees
        • P 4.31b Sick Leave Credit—Retirement
        • P 4.31c Catastrophic Sick Leave Donation
      • P 4.32 Vacation
        • P 4.32a Vacation Accrual Rate
        • P 4.32b Scheduling Vacation
      • P 4.33 Personal Leave
        • P 4.33a Paid Personal Leave
        • P 4.33b Unpaid Personal Leave
      • P 4.34 Holidays
        • P 4.34a Floating Holiday
        • P 4.34b Birthday Holiday
        • P 4.34c Religious Observances
      • P 4.35 Non-scheduled or Emergency Closings
      • P 4.36 Bereavement
      • P 4.37 Jury Duty
      • P 4.38 Military Leave
      • P 4.39 Family and Medical Leave Act
    • P 4.4 Leaves of Absence Without Pay
    • P 4.5 Other Miscellaneous Benefits
      • P 4.51 Meal Breaks
      • P 4.52 Rest Breaks
      • P 4.53 Borrowing Privileges
      • P 4.54 Personal Use of Library Photocopies and Printers
      • P 4.55 Tuition Reimbursement
      • P 4.56 Membership Dues
  • P 5 Employee Conduct
    • P 5.1 Ethics
    • P 5.2 General Staff Conduct
      • P 5.21 Attendance
      • P 5.22 Confidentiality
      • P 5.23 Smoking
      • P 5.24 Weapons
    • P 5.3 Harassment
    • P 5.4 Drug Free Workplace
      • P 5.41 Prescription or Over-the-Counter Medications
      • P 5.42 Drug Testing
      • P 5.43 Drug or Alcohol Dependency Treatment
    • P 5.5 Workplace Violence
    • P 5.6 Library Equipment and Property
      • P 5.61 E-mail
      • P 5.62 Software
      • P 5.63 Mobile Phones and Similar Devices
      • P 5.64 Keys
      • P 5.65 Credit Cards
    • P 5.7 Library Vehicles & Personal Vehicles on Library Business
  • P 6 Workshops and Conferences
    • P 6.1 Attendance and Reimbursement
      • P 6.11 Travel Time for Nonexempt Employees
      • P 6.12 Required Training
      • P 6.13 Certification
    • P 6.2 Mileage
      • P 6.21 Mileage Calculation

LIBRARY BOARD BYLAWS Microsoft Word Icon

ACKNOWLEDGMENTS

Management and Administration Division
Policy Project Committee:

  • David Brown, Assistant Director, Portage County District Library
  • Diane Dermody, Manager, Highland Library, Medina County District Library
  • Luren E. Dickinson, Director, Shaker Heights Public Library
  • Tom Dillie, Director, Minerva Public Library

Several librarians read initial drafts of different policy sets and provided valuable comments and suggestions:

  • Kelly Boggs, Fiscal Officer, Minerva Public Library
  • Jan Haines, Library Development Consultant, State Library of Ohio
  • Ann Miller, Director (retired), Coshocton Public Library
  • Elizabeth Rumple, Assistant Director, Greene County Public Library
  • Sandi Thompson, Director, Puskarich Public Library System

Several libraries or librarians generously provided policy sets or examples of specific language:

  • Ashland Public Library
  • Claymont Public Library
  • Garnet A. Wilson Public Library (Pike County)
  • George W.S. Hays Consulting Services
  • Greene County Public Library
  • Massillon Public Library
  • Minerva Public Library
  • Public Library of Cincinnati and Hamilton County

Many other libraries also assisted in this project by making their policies accessible online either on their own library websites or on the State Library of Ohio’s website.






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