Tribal Library Resources

In the best of worlds, policy-making is proactive. Tribal library leadership should try to anticipate areas of ambiguity where having policies in place in advance can avert hasty decision-making when emotions are running high.

The following steps will help in creating policies:

1. Realize that a policy is needed
   • Has a customer service problem surfaced that could have been resolved with a policy?
   • Has the library staff raised a concern with leadership regarding an issue that needs clarification?
   • Have other libraries found it necessary to develop a new policy to deal with a particular issue?
   • Have national, regional, or statewide professional library associations recommended new policies for libraries?
2. Gather the facts
   • Research policies of other libraries. There are many places to go where you can find examples of many different library policies covering a range of issues. Sample policies may be found at:
     • WebJunction Policies page.
     • Washington State Public Library Policies
   • Make sure that the policy complies with best practices and professional standards.
   • Identify budget, staff, legal, and/or service impacts.
   • Describe options and how they might impact library operations.
   • Identify the long-term and short-term effect on the library and its customers.
   • Document how the policy supports the library’s vision and mission (e.g., adult literacy, community engagement, parenting and family skills, community health, etc.).
3. Discuss the issue

   The impact of a proposed policy should be discussed in detail from many perspectives. How will it affect the entire community served by the library, library users of all ages, library staff, the library budget, and other resources? Policies can have far-reaching consequences. When discussing a proposed policy, consider whether it is:

   • Consistent with the library’s mission statement and long-range plans.
   • Consistent with other internal library policies.
   • Consistent with laws affecting tribal sovereignty.
   • Necessary, practical, affordable, and fair to all affected.
   • Broad enough to cover the subject but stated clearly so staff can implement policy consistently.

4. Other policy resources:

   • Washington Library Association (WLA).
   • Washington State Library.
   • Municipal Research and Services Center (MRSC).
5. Draft the initial policy statement for library leadership discussion
   • When drafting a policy, try out the Pierce County Library System’s Policy Style template, which can help to make the draft clear and concise.
   • Leadership:
     • Evaluates the draft policy
     • Revises the proposed policy until it clearly reflects the position of leadership
     • Option to Invite public comment. Expect heated debate on controversial issues!
6. Adopt the policy
   • Policies are rarely adopted in a single meeting. The leadership may need time to consider before adoption.
   • After approval, recommended practice is to:
     • Identify each policy by a unique number.
     • Include the date of adoption and/or revision.
     • Add the new or revised document to the policy manual.
     • Provide an index and be sure to update it as policies are added, eliminated, etc.
     • Post key policies on the library’s Web site if possible, such as:
       • Eligibility for service.
       • Children’s access to materials.
       • Internet use.
       • Circulation of materials.
7. Implement the policy
   • The library staff implements the policy, assigning staff to develop operational procedures and action plans, if necessary.
   • Spread the word:
   • Train library staff and volunteers and provide them with copies.
   • Publicize any new policies that impact the use of the library and library services through activities such as:
     • Announcements.
     • Interviews with the media.
     • Use of social media.
     • Meetings with community stakeholders and others so they know and understand the rationale underlying the policy.

   Note: It is the responsibility leadership to support policies once leadership adopts them. Leadership must also support the staff because they will be the first to defend a policy after it is implemented, and challenges occur.

8. Evaluate the policy

   The library director and staff monitor the policy, reporting to leadership on the effectiveness of the policy or unexpected results.

9. Review the policy on a regular basis

   Because they may be called upon to defend or interpret policies to the public or to authorities, it is essential that leadership councils establish a method to review library policies on a regular basis to make sure that they are clear, legal, consistent, and defensible. Policies are the bedrock upon which sound library management decisions are made, but they definitely are not carved in stone. Even new policies need to be reviewed to assure that they are functioning as intended.

   When it might be time for a change:

   • Introduction of new technology into the library.
   • Changes in legislation.
   • Change in community demographics.
   • The policy is no longer relevant.
   • New library services or programming are being implemented.
   • When staff need to use the word “policy” when discussing it with the library’s customers.

   Tips for policy review:

   • Set a review date for each new policy.
   • Create a policy review committee responsible for reviewing policies.