The Congregational Library Association - National Capital & SuburbanArea

Founded in 1960 - Affiliate of The Church and Synagogue Library Association

STARTING  STRONG:

 

DEVELOPING    POLICIES

         &

PROCEDURES

 

FOR

 

YOUR

 

LIBRARY

Curtis D. Howard, Ph.D.                                  Alfred Street Baptist Church

 

TCLA

 

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.

 

ANOTHER EXAMPLE

 

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

 

 

PROCEDURES

 

NORMALLY TIED TO POLICIES

 

MAY BE A SHEET OF INSTRUCTIONS.

                          (How to put batteries in a radio)

 

 

DESK BOOK FOR YOUR LIBRARY

 

OR

 

STRATEGIC PLAN   FOR YOUR LIBRARY

 

 

 

STRATEGIC PLAN

 

 

A MASTER PLAN INDICATING

 

HOW

 

THE ORGANIZATION WILL ACHIEVE ITS MISSION

 

WHY PUT POLICIES AND PROCEDURES IN WRITING?

GOVERNANCE

             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

FORMAT

 

TITLE HEADER

 

             Each document needs a name. Use 2 to 4 word title    

             PURPOSE

             Mission                          

                                      

DETAILS

             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

                                       Policies

                                                    Operation

                                                     Patrons

                                                     Circulation

                                                     Selection/Donation

                                                     Training

                                       Procedures

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

                                  Interpretation:

                                                   Identify the position responsible for interpreting and clarifying this document should questions arise

 

                                  Authorization

                                                   The position authorized to make changes to this procedure

 

                                  Date Accepted:

                                                   The date the document was accepted and put in effect.

 

                                  Revision Information

                                                   The date the document was revised and by whom. Describe changes made and reasons for the revisions.

                                 

                                  Detail Steps

                                                   Use this section for to list detailed steps for tasks referenced in this procedure.

                                                                    Name Task

                                                                    Describe Steps

 

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.