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Policy Library

10 Apr 2026 - 21:57 | Version 24 |

⚠ This page is under construction. Content may be incomplete or subject to change.

Policies must be posted on the library's website, reviewed at least every five years, and formally adopted by the board at an open meeting with a recorded vote in order to take effect.

Policies are the written rules and principles that govern library operations and the services libraries provide to their communities. They are required by Education Department Regulations (8 NYCRR ยง 90.2) as part of the Minimum Standards for New York's Public and Association Libraries.

Why do policies matter? A good policy protects the library, its staff, and the public. It ensures that every patron is treated the same way, gives staff clear guidance when difficult situations arise, and provides legal support to the board if a decision is ever challenged. A policy written after an incident has occurred cannot be applied to that incident. Boards that keep policies current and consistent are far better positioned than those that do not.

What makes a policy enforceable? Library policies are only valid if they meet four tests: they must comply with current law, be reasonable in their requirements and penalties, be applied without discrimination, and be written in measurable and specific language. Vague policies are difficult to enforce fairly and may not hold up if challenged.

New policies are required, effective January 1, 2027. See the Required Policies section below for the full list.

A complete list of recommended policies can be found in the Handbook for Library Trustees of New York State. Contact your local library system for sample policies and assistance.

Instructions for Use: Read before adopting any policy on this page.

These are templates. They are starting points, not finished policies. Before bringing any policy to the board, complete the following steps.
  1. Replace all placeholders: Replace every bracketed field, including [LIBRARY NAME], [DATE], dollar amounts, staff titles, and any other library-specific information. The final policy must contain no placeholders.
  2. Remove all policy notes: Delete every [POLICY NOTE: ...] and [ASSOCIATION LIBRARIES: ...] instruction. These notes are for drafting guidance only and are not part of the adoptable policy text.
  3. Confirm the policy reflects your library's operations: Review each section and confirm that the procedures described are ones your library can actually implement. Revise language where needed to match your staffing, systems, and local practice.
  4. Review for legal compliance: Confirm the policy is consistent with applicable New York State law. Consult legal counsel when your library has unique governance structures, funding sources, or contractual obligations that may affect how the policy applies.
  5. Adopt by formal board action: Present the finalized policy to the board of trustees. Adoption requires a formal motion, a second, and a recorded vote at an open meeting. The motion and vote must appear in the board minutes. A sample motion:
    • "MOTION: [NAME] moved to [ADOPT/AMEND/REVOKE] the [POLICY TITLE]. [NAME] seconded, and the motion passed."
These templates are a starting point. Each library is responsible for ensuring its adopted policy complies with the law and reflects its own operations.

Required Policies Effective January 1, 2027

Circulation

  • Customer Service
    • Law Enforcement Inquiry
  • Lending Rules
    • Non-Resident Borrowing
  • Patron Confidentiality

Collection

  • Collection Development
    • Request for Reconsideration
    • Weeding
  • Copier/Copyright
  • Freedom to Read (ALA)
  • Freedom to View (ALA)
  • Library Bill of Rights (ALA)
  • Local History

Public Space

  • Accessibility/ADA Statement
  • Exhibit/Posting
    • Request for Reconsideration
  • Incident Report Form
  • Meeting Space
  • Patron Behavior/Code of Conduct
    • Request for Reconsideration
  • Patron Complaints
  • Photography and Recording Policy doc (OWWL Policy suggestion, not in Trustee Handbook)
  • Programming
    • Request for Reconsideration
  • Tutoring
  • Unattended Children
  • Vulnerable Adults

Technology

  • Internet Use
  • Library Equipment Usage
  • Privacy
    • General Data Protection Regulation
  • Social Media
  • Website
  • Wi-Fi Network Use

Board

  • Code of Ethics/Conduct
  • Conflict of Interest
    • Annual Disclosure Form
  • Equity, Diversity, and Inclusion Statement
  • Meeting Procedures
    • Public Comment
    • Videoconferencing
    • Protests
  • Training Mandates
    • Trustee Education Requirement
    • Sexual Harassment Prevention Training
  • Removal of a Trustee

Administrative

  • Inclement Weather/Closing
  • Records Retention
  • Public Access to Records (FOIL)
  • Public Relations
    • Crisis Communication Plan
  • Sustainability

Financial Controls

Personnel

  • Anti-Bullying
  • Anti-Nepotism
  • Attendance/Leave
  • Code of Conduct
  • Computer/Internet/Email/Social Media Use
  • Conflict of Interest
  • Continuing Education
  • Discipline/Termination
  • Equal Employment Opportunity
  • Evaluation Procedure
  • Grievance Procedure
  • Introductory Period
  • Jury Duty
  • Orientation
  • Outside Employment
  • Personnel Records Access
  • Recruitment/Hiring
  • Salary/Benefits
  • Sexual Harassment Prevention
  • Volunteers
  • Whistleblower Protection

Safety

  • Airborne Infectious Disease Exposure Prevention Plan / Pandemic Response Plan
  • Continuity of Operations Plan (COOP)
  • Disaster Preparedness Plan
  • Emergency Action Plan
  • Incident Action Plan
  • Workplace Safety/Violence Prevention

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