Policies

While they may appear a bit daunting at first glance, it is important to remember that policies provide continuity, balance and protection for libraries. They also set standards for procedures and act as a guide for staff members, indicating how to proceed in specific situations.

As a result, the Libraries Regulation, in sections 7(1), 7(2) and 7(3) sets forth which policies libraries are required by law to have. Copies of these policies are to be submitted to the Public Library Services Branch of Municipal Affairs.

Required policies:

  • Confidentiality of user records
  • Finance
  • Hours of service
  • Selection, acquisition and disposition of materials
  • Orientation and continuing education of board and staff
  • Personnel
  • Personal Information Banks (PIB)
  • Provision for those unable to use print
  • Records management or retention
  • Resource sharing
  • Provision for the lending of library resources
  • Terms and conditions for public meeting space

School housed public libraries are required to have a Public and School Joint Facility Agreement.

In addition to those that are required, it is recommended that libraries have the following policies in place as well:

  • Internet access and acceptable use
  • Wireless Internet access
  • Statement of Intellectual Freedom
  • Policy on policy making

Examples of the required and recommended policies are available from the Public Library Services Branch of Alberta Municipal Affairs and the Ontario Library Service's Clearinghouse of Professional Information.

Other policies you may wish to have:

As the Public Library Services Branch points out, policies are "living" documents that can change depending on circumstance and community. Boards should regularly review and update their policies and ensure they comply with all legislation.

Download a checklist of required and recommended library policies, courtesy of Parkland Regional Library.

View Peace Library System's policies for library service points.
 

Bylaws
 
Bylaws are similiar to policies in that library boards are legally obligated by the Libraries Act (section 36) to create them and they must be filed with the Public Library Services Branch of Alberta Municipal Affairs. As well, both policies and bylaws establish rules which must be consistantly followed and provide consistancy and protection for libraries, staff members and patrons.  

While policies are statements of the library's direction and procedures, bylaws provide the library board with legal authority for determining the safety and use of library facilities and the charging of fees. Specifically, they set forth the terms and conditions for public admittance to the building, the ability of the public to to use or borrow library property, and when borrowing priviledges may be suspended or terminated. Bylaws also establish the fees to be charged for issuing a library card, meeting room rentals or use of the library building not for the purposes of the public library, and the fees to be charged for abuse of borrowing priviledges such as late, lost or damaged materials. As well, the Freedom of Information and Protection of Privacy Act (FOIP) requires all public libraries to have a FOIP bylaw.

Download a printable list of the required library bylaws, courtesy of Parkland Regional Library.

For more information about creating or revising library bylaws, Public Library Services Branch of Municipal Affairs has created the document Library Bylaws: Questions to Ask. You can also visit their website, which offers examples of bylaws.

 

 

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