POLICY
BLUEPRINT CANON CODE CONTRACT
DEFINITION DICTATE DIRECTIVE DOCTRINE
EXPECTATION FORMULA GUIDELINE
PARADIGM PARAMETER PLAN PRINCIPLE
REGULATION RULE STANDARD TENET

A POLICY:
•SUPPORTS THE LIBRARY & STAFF
•USER EXPECTATIONS
•CONSISTENCY
•DIRECTION
•LEGAL & EMERGENCY PREPAREDNESS

Policy is often about relationships
https://www.flickr.com/photos/baggyjumper/6635779085

http://www.reddit.com/r/funny/comments/1mggb9/ive_realized_that_humans_will_inevitably_choose/
A relationship that often
seems like this…

HOW TO TELL IF YOU NEED A POLICY
DIFFERENT STAFFERS AND/OR VOLUNTEERS ARE ENFORCING STANDARDS
DIFFERENTLY.
EXAMPLE: ONE STAFFER IS VERY STRICT ABOUT NOISE IN THE LIBRARY, AND WILL
EXPEL TEENS WHO GET ROWDY. ANOTHER IS LENIENT AND ENJOYS KIDDING
WITH THE TEENS.
A POLICY WOULD PROVIDE STANDARDS FOR STAFF AND LIBRARY USER BEHAVIOR
AND FOR CONSEQUENCES OF NOT MEETING THOSE STANDARDS.

HOW TO TELL IF YOU NEED A POLICY
SOME STAFFERS AREN’T OFFERING SERVICES THAT THE LIBRARY
CAN MAKE AVAILABLE.
EXAMPLE: WHEN THE LIBRARY DOES NOT OWN A BOOK THAT A
LIBRARY USER REQUESTS, SOME STAFFERS DON’T OFFER TO
BORROW IT THROUGH INTERLIBRARY LOAN BECAUSE OF THE
PAPERWORK.
A POLICY WOULD REQUIRE A PARTICULAR RESPONSE TO THE
SITUATION

HOW TO TELL IF YOU NEED A POLICY
THE LIBRARY IS NOT CONFORMING TO LAWS.
EXAMPLE: GAME NIGHT LASTS UNTIL 10:30, BUT THERE IS A CURFEW
FOR PEOPLE UNDER 12 OF 10P.M.
A POLICY WOULD MAKE CLEAR THAT LAWS MUST BE FOLLOWED.

HOW TO TELL IF YOU NEED A POLICY
THE LIBRARY DIRECTOR IS HAVING DIFFICULTY RESISTING
PRESSURES FROM A SMALL NUMBER OF VOCAL CITIZENS TO DO
SOMETHING THAT SHE DOESN’T FEEL IS RIGHT.
EXAMPLE: A GROUP OF 3 CONCERNED MOTHERS WOULD LIKE BOOKS
WITH STRONG LANGUAGE IN THEM MARKED ON THE SPINES.
A POLICY WOULD STATE THE LIBRARY’S PRINCIPLES, AND TELL WHEN
APPEAL PROCEDURES SHOULD BE USED

HOW TO TELL IF YOU NEED A POLICY
CURRENT POLICY IS VAGUE AND OPEN TO INTERPRETATION.
EXAMPLE: POLICY SAYS THAT MATERIALS MAY BE RENEWED FOR A
“REASONABLE PERIOD.” SOME STAFFERS’ DEFINITIONS OF
“REASONABLE” ARE MUCH MORE ELASTIC THAN OTHERS.
A POLICY WOULD REMOVE THE AMBIGUITY.

HOW TO TELL IF YOU NEED A POLICY
SAFETY ISSUES ARE NOT ADDRESSED.
EXAMPLE: STAFF AREN’T SURE WHAT TO DO DURING A TORNADO
WARNING.
A POLICY WOULD STATE THE GOAL OF KEEPING PEOPLE SAFE AND TELL
WHEN PARTICULAR PROCEDURES SHOULD BE IMPLEMENTED.

HOW TO TELL IF YOU NEED A POLICY
CURRENT POLICY HAS NOT BEEN REVIEWED IN A WHILE AND DOES NOT
REFLECT CURRENT PRACTICE.
EXAMPLE: POLICY SAYS THAT FOOD AND DRINK ARE NOT ALLOWED IN
THE LIBRARY, BUT COFFEE AND SNACKS ARE SERVED AT THE WEEKLY
SENIOR SOCIAL.
A CURRENT POLICY WOULD REFLECT REALITY—EITHER THE POLICY
WOULD CHANGE TO ALLOW FOOD, OR FOOD WOULD BE BANNED.

HOW TO TELL IF YOU NEED A POLICY
THE LIBRARY ISN’T FOLLOWING THROUGH ON ITS STRATEGIC GOALS.
EXAMPLE: ONE GOAL IS TO “SUPPORT TECHNICAL (COMPUTER)
LITERACY.” YET LIBRARY STAFF HAVE NOT BEEN SENT TO COMPUTER
CLASSES THEY NEED IN ORDER TO LEARN THE SKILLS THAT WILL
ENABLE THEM TO ASSIST LIBRARY USERS WITH COMPUTERS.
A POLICY WOULD REQUIRE THAT THERE BE CONCRETE PLANS TO
IMPLEMENT GOALS.

HOW TO TELL IF YOU NEED A POLICY
SELECTORS AREN’T SURE WHETHER TO RECOMMEND CERTAIN TITLES.
EXAMPLE: THE Y.A. LIBRARIAN WOULD LIKE TO ACQUIRE A SERIES OF
MANGA, BUT THE ACQUISITIONS LIBRARIAN HAS RESERVATIONS
ABOUT THE “STREET” LANGUAGE AND ADULT SITUATIONS.
A POLICY WOULD LIST THE SELECTION CRITERIA.

https://www.flickr.com/photos/pagedooley/3556739684/

https://www.flickr.com/photos/thenationalguard/7609392468/

TERMS
• POLICY
• POLICY STATEMENT
• REGULATION
• PROCEDURE
• GUIDELINES

POLICY STATEMENT
BRIEF STATEMENT THAT DESCRIBES WHY THE LIBRARY DOES SOMETHING.
EXAMPLE:
“IN ORDER TO MAINTAIN A SAFE AND WELCOMING ENVIRONMENT FOR READING,
LEARNING AND OTHER LIBRARY ACTIVITIES, THE NEW YORK PUBLIC LIBRARY
REQUIRES ALL VISITORS TO COMPLY WITH THE FOLLOWING GENERAL RULES
AND REGULATIONS:”

CRITERIA FOR A POLICY STATEMENT
A POLICY STATEMENT
•IS BRIEF.
•DESCRIBES WHAT IS TO BE ACCOMPLISHED AND WHY.
•IS WRITTEN FROM THE CUSTOMER'S POINT OF VIEW.
•HAS BEEN DEVELOPED AND APPROVED BY THE LIBRARY'S
GOVERNING AUTHORITY.

REGULATION
A SPECIFIC WRITTEN RULE
EXAMPLE:
THE FOLLOWING ARE NOT ALLOWED AT THE NEW YORK PUBLIC
LIBRARY:
…USING ALCOHOL OR ILLEGAL DRUGS.
…SLEEPING IN THE LIBRARY OR AT THE LIBRARY’S ENTRANCE.

PROCEDURE
STEP-BY-STEP DESCRIPTION OF HOW THE POLICY WILL BE CARRIED OUT.
EXAMPLE:
RESERVATIONS FOR THE MEETING ROOM MUST INCLUDE THE NAME OF THE
GROUP, DATE AND TIME DESIRED, NUMBER OF PEOPLE EXPECTED, AND NAME
AND PHONE NUMBER OF PERSON RESPONSIBLE. THE GROUP IS RESPONSIBLE
FOR CLEANING THE ROOM, LOCKING THE DOOR, AND RETURNING THE KEY.

CRITERIA FOR PROCEDURES
A PROCEDURE
•IS A STEP-BY-STEP DESCRIPTION OF HOW THE STAFF
WILL CARRY OUT POLICIES.
•MAY BE MODIFIED BY STAFF UNDER CERTAIN
CIRCUMSTANCES.
•HAS BEEN DEVELOPED BY STAFF WHO ARE FAMILIAR
WITH THE TASK TO BE PERFORMED.
•AND APPROVED BY THE LIBRARY MANAGER.

POLICY TELLS WHAT
PROCEDURE TELLS HOW

GUIDELINES
A DESCRIPTION OF BEST PRACTICES AND MOST EFFICIENT WAYS TO CARRY
OUT PROCEDURES.
EXAMPLE:
THE RECEIPT SHOULD BE HANDED TO THE BORROWER. IT’S HELPFUL TO SAY
SOMETHING LIKE, “HERE’S A LIST OF THE DUE DATES FOR THOSE 10 ITEMS.”

1. DOES THE POLICY CONFORM TO
CURRENT LAW?
THIS IS NOT JUST A MATTER OF WHETHER
A POLICY IS LEGAL. IF LAWS CHANGE, THEN
POLICY MAY ALSO HAVE TO CHANGE.

2. IS THE POLICY REASONABLE?
A POLICY MAY SOUND LEGAL, BUT IT COULD
BE SUCCESSFULLY CHALLENGED IN COURT IF
IT IS UNREASONABLE.

3. CAN THE POLICY BE ENFORCED IN A
NON-DISCRIMINATORY MANNER?
EVERYONE SHOULD RECEIVE THE SAME TREATMENT—NO
SPECIAL PRIVILEGES FOR “GOOD PATRONS,” OR RULES
THAT ARE NOT ENFORCED ACROSS THE BOARD. A POLICY,
NO MATTER HOW REASONABLE OR LEGAL, MIGHT BE
CHALLENGED IF IT IS NOT APPLIED EQUALLY TO ALL.

4. IS THE ENFORCEMENT OF THE POLICY
MEASURABLE?
A POLICY SHOULD DESCRIBE SPECIFIED
OR PROHIBITED BEHAVIORS IN TERMS
THAT MAKE DETERMINING WHETHER
BEHAVIORS CONFORM AN EITHER-OR
MATTER.

“
”
MY CURRENT LIBRARY SPECIAL
COLLECTIONS CHARGING A FEE
FOR PATRONS TO USE THEIR OWN
DIGITAL CAMERAS.

“
”
AT THE LIBRARY WE AREN'T
ALLOWED TO GIVE OUT BAND-
AIDS BECAUSE THAT WOULD BE
DISPENSING MEDICAL ADVICE.

“
”
IF YOU FORGET YOUR LIBRARY
CARD WE WILL LOOK UP YOUR
NUMBER FOR YOU WITH
PROPER ID AND 50¢

“
”
THE DRESS CODE THAT HAD
TO INCLUDE 'MUST WEAR
UNDERPANTS.'

“
”
THIS WEEK’S WIFI
PASSWORD IS…
AND THE WIFI WILL BE TURNED
OFF WHEN WE’RE CLOSED.

“
”
THOSE WITH MORE THAN $X
IN FINES SHALL NOT BE
ALLOWED ACCESS TO THE
INTERNET.

≠

“
”
DON’T DOESN’T WORK.
WEBJUNCTION, AUGUST 19, 2004
COMPUTERS IN LIBRARIES MAGAZINE, MARCH 2006
MICHAEL SAUERS

“
”
CHARGES TO LOOK UP CARDS GO BACK
TO PRE-AUTOMATION. LOOKING UP THE
CARD NUMBER WAS NO SIMPLE
PROCESS IN SOME OF THOSE SYSTEMS.
AND ONCE IT WAS FOUND, IT WASN'T
SIMPLE TO CHECK OUT THE BOOKS.
IS THE POLICY NO LONGER NECESSARY?
DALE MCNEILL

“
”
WE HAD A RULE THAT YOU SHOULDN'T
COMMENT ON A CUSTOMER'S ID,
BECAUSE A PREVIOUS EMPLOYEE
WOULD LOOK AT AN ID AND THEN START
TALKING IN THE REGIONAL ACCENT OF
WHERE THE CUSTOMER WAS FROM.
MARY RICHARDSON
IS THERE A “STORY” BEHIND THE POLICY?

ASK YOURSELF…
•IS THIS POLICY NECESSARY?
OR…
•IS THIS POLICY A REACTION TO A SPECIFIC
SITUATION?
•IS THIS POLICY TRYING TO PREVENT A PERCEIVED
PROBLEM?

Thank you!
Michael Sauers
msauers@travelinlibrarian.info
http://www.travelinlibrarian.info
Special thanks to Laura Johnson for an earlier version of this
presentation.