Sample Policies

Please check back here periodically as we add new templates for policies. Visit the Library Trustees Association of New York State’s website for samples of approved policies from libraries throughout New York State.

For resources on roles of the library and policy development, see the updated 2018 Edition of the Handbook for Library Trustees in New York State

Confused about your role at the library? Check this quick cheat sheet for a breakdown of roles adapted from the Handbook.

Non-Profit Revitalization Act of 2013

The following requirements became effective on July 1, 2014. See the template section for samples of these policies:

Conflict of Interest Policy

Applies to: 

• association libraries
• public libraries
• public library systems
• reference and research library resources systems

Whistleblower

Applies to only those above libraries and system that meet BOTH of the following requirements:

• have 20 or more employees AND
• in the prior fiscal year had annual revenue in excess of one million dollars.

It is recommended by the New York State Department of Library Development that boards adopt the following standard ALA policies:

• Library Bill of Rights
• Confidentiality of Library Records
• Access to Library Resources and Services for Minors: An Interpretation of the Library Bill of Rights
• Freedom to Read Statement
• Freedom to View Statement

Boards and directors should develop policies which cover:

• Censorship
  • The Freedom to Read Statement
  • Free Access to Libraries for Minors
  • FREEDOM TO VIEW
• Circulation
• Collection Development and Maintenance
  • CREW Manual
  • Reconsideration of Library Materials Template
• Conflict of Interest Policy Template
• Confidentiality of Patron Records
  • All libraries must comply with privacy practices required by New York State Civil Practice Law and Rules § 4509. Library records. “Library records, which contain names or other personally identifying details regarding the users of public, free association, school, college and university libraries and library systems of this state, including but not limited to records related to the circulation of library materials, computer database searches, interlibrary loan transactions, reference queries, requests for photocopies of library materials, title reserve requests, or the use of audiovisual materials, films or records, shall be confidential and shall not be disclosed except that such records may be disclosed to the extent necessary for the proper operation of such library and shall be disclosed upon request or consent of the user or pursuant to subpoena, court order or where otherwise required by statute.”
•  Emergencies
  • Disaster Planning Workbook
• Exhibits and Displays
• Finances
• Gifts and Donations
• Harassment
• Hours Open
• Interlibrary and Interagency Cooperation
• Internet and other technology issues
• Materials Selection
• Patron Complaint Policy Template
• Photo Release Template
• Programming
  • Program Survey Template
• Public Relations
• Rules of Conduct for Library Users
• Services for Nonresident Borrowers
• Social Media Policy
  • Sample Social Media Procedure Template
• Substance Abuse (by customers and staff)
• Unattended Children Policy 
• Use of Library Meeting Rooms and Equipment
• Volunteer Policy Template
  • Volunteer Application Template 
• Whistleblower

Personnel policies, at a minimum, should cover the following items:

• Benefits
• Equal Employment Opportunity
• Personnel Procedures (e.g., Grievance, evaluation, promotion, retirement, etc.)
• Salaries, Position, Classification
• Schedules, Hours
• Staff Development, Continuing Education
• Vacation and Leave

Visit the State Library’s Website for more information on minimum standards for NYS Libraries.