The Congregational Library Association - National Capital & SuburbanArea
Founded in 1960 - Affiliate of The Church and Synagogue Library Association
Curtis D. Howard, Ph.D. Alfred Street Baptist Church
DEVELOP A MISSION
A GOOD MISSION OR GOAL STATEMENT TELLS WHO DOES What, FOR WHOM AND WHY.
(Dennis Conniff, Compiler of The Church Media Library Ministry)
THE MISSION OF THE (MEDIA) LIBRARY IS TO PROVIDE RESOURCES AND SERVICES TO ENHANCE THE QUALITY OF MINISTRY, DISCIPLESHIP, FELLOWSHIP, AND WORSHIP IN THE LIVES OF THE MEMBERS OF ABC CONGREGATION AND THOSE TO WHOM THEY WITNESS IN OBEDIENCE TO THE GREAT COMMISSION.
THE MAIN GOAL OF THE ABC LIBRARY OF THE ABD CONGREGATION IS TO PROVIDE A COLLECTION OF MATERIALS FOR MEMBERS AND FRIENDS WHICH WILL:
1. SERVE ALL WHO SEEK TO GROW IN THEIR
UNDERSTANDING OF THEIR FAITH,
2. ENCOURAGE RESPONSES TO LIFE SITUATIONS AND EXPERIENCES ACCORDING TO THEIR FAITH
3. SUPPORT PROGRAMS OF THE CONGREGATION
FACTORS TO CONSIDER IN THE MISSION STATEMENTS?
WHY A LIBRARY?
WHAT IS ITS MAIN FUNCTION?
WHO MAY USE THE LIBRARY?
WHAT SERVICES WILL THE LIBRARY PROVIDE?
WHAT IS A POLICY?
A DEFINITE COURSE OF ACTION (RULE) ADOPTED AND PURSUED BY AN ORGANIZATION FOR THE SAKE OF:
EXPEDIENCY OF OPERATION
ACHIEVEMENT OF GOALS
WHAT IS A PROCEDURE?
A SPECIFIC ACT, PROCESS, ROUTINE, MANNER OF PROCEEDING OR CONDUCT USED TO COMPLY WITH POLICIES
NORMALLY TIED TO POLICIES
MAY BE A SHEET OF INSTRUCTIONS.
(How to put batteries in a radio)
DESK BOOK FOR YOUR LIBRARY
STRATEGIC PLAN FOR YOUR LIBRARY
A MASTER PLAN INDICATING
THE ORGANIZATION WILL ACHIEVE ITS MISSION
WHY PUT POLICIES AND PROCEDURES IN WRITING?
TO MAINTAIN CONTROL AND DESCRIBE THE METHOD AND SYSTEMS USED COMPLIANCE
TO COMPLY WITH A SET OF STANDARDS COMMUNICATION
TO ENABLE TEAM MEMBERS TO READ THE STRATEGIC PLAN CONTINUITY
TO PROVIDE MANAGEMENT CONTINUITY EDUCATION
TO TRAIN NEW EMPLOYEES
WHAT SHOULD EACH POLICY AND PROCEDURE DOCUMENT INCLUDE?
STATEMENT OF PURPOSE OR MISSION
EXPLAIN HOW IT IS RELATED TO THE GOVERNING BODY
CLARIFY ITS SCOPE
PROVIDE DEFINITIONS IF NEEDED
EXPLAIN HOW AUTHORITY IS DIVIDED AND DISTRIBUTED
LIST RESPONSIBILITIES AND TASKS TO BE PERFORMED
IDENTIFY WHO IS RESPONSIBLE FOR PERFORMING TASKS
LIST NEEDED MATERIALS AND SUPPLIES
LIST NEEDED TOOLS AND EQUIPMENT
SEPARATE POLICY AND PROCEDURE DOCUMENTS
BEGIN WITH THE POLICY
Selection Policy (Rule)
The Church Library Staff will select items that further and uphold the mission and objectives of ABD Congregation.
WRITE THE PROCEDURES
Library Staff Members:
Must approve Library materials before they are processed
Materials, newly purchased or donated, will be:
Free of racial and religious prejudices, political bias, and social injustice
Be of high literary or technical quality and reflect sound educational practices
Substandard items will:
Be donated to outside agencies, or
Disposed of as determined by Staff
KEEP IT SIMPLE
Policies and Procedures should be easy to read, to the point, and convey a clearly understood message by Staff and patrons
STYLE is personal:
This reflects a style that is quick and to the point with minimal formatting
Each document needs a name. Use 2 to 4 word title
You may have multiple sub-headings within the document. Begin documents in the detail section by listing sub- headings. Build text around sub-headings.
EXAMPLES: Basis of Inventory
Organizing for prompt, effective, and satisfying service
The Library Director will train volunteers as they join the library team. They will become familiar with the mission, goals and objectives. They will learn to check items in and out and to do other tasks.
The Library is opened between Sunday Services
Reference items will no circulate.
LENGTH The shorter the better.
FONTS AND SIZES
Title- Right Justified, Tahoma 16pt,
Headings – 14pt Tahoma Bold
Sub-headings- 12pt Ariel Bold Body – Ariel, 12 pt
Footer – Document Name and paper number, right justified, 8 pt Tahoma.
DOCUMENT PROERTIES AND CONTROL
Identify the position responsible for interpreting and clarifying this document should questions arise
The position authorized to make changes to this procedure
The date the document was accepted and put in effect.
The date the document was revised and by whom. Describe changes made and reasons for the revisions.
Use this section for to list detailed steps for tasks referenced in this procedure.
MANAGING PAGE NUMBERS AND THE TABLE OF CONTENTS Policy and procedure documents are normally part of a manual or handbook. Simple page numbering and document labeling are important. and procedure documents are normally part of a manual or handbook. Simple page numbering and document labeling are important. Try using the document name with the page number of the document in the footer.