Sample Policies

According to the New York State Public Library Minimum Standards, libraries are required to have board-approved written policies detailing the operation of the library.  These policies should be reviewed and updated at least once every five years. Visit the Helpful Information for Meeting Minimum Standards website on written policies for more information.

The New York State Department of Library Development recommends that boards adopt the following standard ALA policies:

• Library Bill of Rights
• Confidentiality of Library Records
• Access to Library Resources and Services for Minors: An Interpretation of the Library Bill of Rights
• Freedom to Read Statement
• Freedom to View Statement

Other Policy Development Resources:

• 2018 Edition of the Handbook for Library Trustees in New York State
• Mid-Hudson Library System Public Library Policies Development Tips & Samples
  • This excellent resource provides policy development guidance as well as sample policies.

Recommended Policies Checklist

The following abbreviated list is taken from the Recommended Policies Checklist in the 2018 Edition of the Handbook for Library Trustees in New York State Appendices and includes typical public library policies. Your library may have different policy needs.

External

External policies directly affect your patrons.

Circulation

• Patron Confidentiality
  • This “policy” is more of a statement to educate patrons about New York State Civil Practice Law & Rules Section 4509: Confidentiality of Patron Records, Including Minors [https://www.nysenate.gov/legislation/laws/CVP/4509]
    • Please note that children have the same rights under this law as adults. Signing a minor’s card only shows acceptance of fines and fees; it does not exempt them from the law. Patrons who do not want their children’s records to remain private should check out their children’s items on their own card
• Lending Rules

Collection

• Collection Development
• Censorship
  • Reconsideration of Library Materials
  • Freedom to Read (ALA)
  • Freedom to View (ALA)
• Copier/Copyright
  • Reproduction of Copyrighted Works by Educators and Librarians [United States Copyright Office]
    • (*includes copyright notice for copiers on page 20 of the 24-page PDF document; the paragraphs above and below the notice itself provide guidelines as to use and placement.)

Public Space

• Accessibility/ADA Statement
• Exhibit/Posting
• Incident Report Form
• Meeting Space/Equipment
• Patron Behavior/Code of Conduct
• Patron Complaints
• Photo Release
• Programming
• Tutoring
• Unattended Children
• Vulnerable Adults

Technology

• Library Equipment Usage
  • Computers
  • Printers
  • Devices
  • 3-D Printer
  • Internet Use
  • Wireless Use
  • Website
  • General Data Protection Regulation

Internal 

Internal policies affect library operations.

Board

• Code of Ethics
• Conflict of Interest
• Continuing Education
• Meeting Procedures
• Removal of a Trustee

Administrative

• Business Continuity Plan
• Inclement Weather/Closing
• Public Access to Records (FOIL)
• Public Relations 
• Records Retention

Financial Controls

• Audit/Review Schedule
• Disposition of Surplus Property
• Friends Group Memo of Understanding
• Fundraising/Gift
• Inventory/Fixed Assets
• Petty Cash
• Purchasing/Procurement
• Travel & Conference

Personnel

• Attendance/Leave
• Code of Conduct
• Discipline/Termination
• Equal Opportunity Employment
• Evaluation Procedure
• Grievance Procedure
• Harassment
• Jury Duty
• Orientation/Onboarding
• Recruitment/Hiring
• Salary/Benefits
• Volunteers
• Whistleblower Protection

Safety 

• Emergency Plan
• Fire Safety
• Opioid Prevention Measures
• Workplace Safety/Violence Prevention

As a general rule, Boards approve policies and Library Directors implement policies.  Confused about your role at the library? Check this quick cheat sheet for a breakdown of roles adapted from the Handbook.

Page updated April 12, 2023. he