South Dakota State Library Services

Solid library policies are the foundation of strong libraries. The board of trustees is responsible for the creation, adoption and enforcement of written policies that govern and guide all phases related to programs, operations, and use of the library. Policies are general, flexible statements governing library operations, rules and use. Policies must be tailored to meet changing local conditions and should focus on the library building, collection, services, staff and community. Not every library has the same number of policies, nor should they. Policies need to reflect the services that library offers its community. For example, if a library does not have a meeting room available for public use, then a meeting room policy is not needed.  

Library Trustees, along with the Director, have the primary responsibility for policies. Staff members should be involved in the process as appropriate, and policies should be shared with the library's governing body (city or county) to ensure awareness. Certain policies may need review from legal counsel. Boards should revise and update existing policies and create new policies as library services evolve over time. Policies may also be eliminated if they are no longer needed.  

Reviewing policies from other South Dakota libraries or out of state libraries may be useful in developing or revising your library's particular policies. Library development staff at the SD State Library are available to assist with policy development.

Once a policy is approved, the library director is responsible for making sure that staff know about and follow policies that affect their work. Based on policies, the director and staff may create internal library procedures. For example, the library board may develop a policy for lending board games. The library director and staff will then develop procedures for purchasing the games, processing and cataloging for checkout, inventorying, and marketing.  

Trustees need to be aware that one of their responsibilities related to policies is that they may be called upon to consider any citizen or staff complaints or suggestions in regard to adopted policies. It is important that library board members are aware of all policies and support the library director and staff in enforcing the policies in the case of questions or complaints. 

As a Library Board considers new policies, there are questions to ask in the process. The Board may also want to consult with legal counsel for some policies. Is the new policy: 

• Consistent with the library mission statement? 
• Following local ordinances, state, and federal law? 
• One that already exists for other city or county workers? Examples: inclement weather, holiday closures, expense reimbursements, pay raises. 
• Consistent with already approved policies? The policy should be applied consistently to all patrons. Inconsistent enforcement can lead to accusations of bias and unfair treatment. 
• Reasonable? Penalties and consequences outlined in the policy should be proportionate to the nature and severity of the violation. Minor infractions should not result in excessively harsh penalties.  
• Transparent? The policy outlines clear procedures for how it will be enforced, including an appeals process if patrons believe the policy has been applied unfairly.  
• Measurable? Be careful of using general statements like "too many" or "too long". What is "too many" overdue books? Set a number.