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Policy Corner: Circulation Policies


Originally published August 25, 2025




What started out as a sizeable donation of custom-built video games from the county’s STEM club was quickly joined by the late Mr. Nguyen’s golden age Superman comics and his daughter's childhood collection of rare Shojo manga—only to then be expanded by Ms. Gordon’s crafting overstock that was curated by the library’s teen advisory board with an eye toward establishing a cosplay makerspace. And now, having grown into something you’ve dubbed “The Fandom Zone,” these items have definitely imprisoned the community’s interest.

After reading your thank you posts on social media, the local historical customers have begun reserving the meeting room nearest the collection where they can surreptitiously observe each new arrival as they plan their next event. And now that school has begun, Miss Harvey’s third grade class—who is still zinging from having spent the entire summer reading program devouring titles from the Little Maverick Graphic Novel Reading List—asks each day when these treasures will be ready for check-out. Although this happy accident is just in time for your fall library con, you’ll need to revisit that outdated circulation policy first!

Because circulation policies are about more than just borrowing—they’re one of the clearest ways a library shows its mission—revisiting yours ensures that The Fandom Zone isn’t just exciting, but also aligned with your community’s needs. And right now, it matters more than ever: in April, the Texas State Library and Archives Commission (TSLAC) approved updated accreditation criteria for Texas public libraries. These new minimum standards, outlined in the Texas Administrative Code, officially go into effect September 1, 2025, and will first be used for accreditation with the 2026 Annual Report. Among the revisions is a new requirement that every library have written policies for circulation, collection development, technology use, and information security and privacy. Libraries will certify these policies in the 2027 Annual Report, with a deadline of July 31, 2027, to meet the new minimums. So, as you look at your circulation policy, here are some questions and resources to help make sure it’s both accreditation-ready and community-centered.


Questions to consider while revising or creating a circulation policy:

  • What is the library’s mission statement, and how is it reflected in the policy?
    • If the library’s mission emphasizes equal access to information, how does the policy’s treatment of borrowing limits, fees, or fines support that?
    • If the library’s mission statement mentions innovation, how does the policy address the circulation of nontraditional items (Wi-Fi hotspots, tools, games, etc.) and adapt policies to support new formats?

  • How will you manage circulation?
    • Who can get a library card (residency, age, institution affiliation)? And, what types of materials can they borrow?
    • What are the standard checkout times for books, media, equipment and their options for renewals (automatic, patron-requested, limits)?
    • How will you handle overdue, lost, or damaged items?
    • How can patrons request items that are already in use?
    • What are the rules for technology, nontraditional (e.g., hotspots, tools), or reference-only items?
    • How will you ensure that circulation records comply with privacy laws and library ethics?
    • How does the policy ensure that all community members have access?

  • Is it legally enforceable? Library policies are enforceable only if they are in writing and adopted formally. In addition, these policies will be valid only if they meet the four tests of legality, reasonableness, nondiscriminatory application, and measurability. Policies which do not meet these tests could be ruled invalid if challenged in court. Prior to adopting a new policy or when reviewing a current policy, ask the following questions to test the policy for legal enforceability:
    • Does the policy comply with current statutes?
    • Is the policy reasonable (including reasonable penalties)?
    • Could there be discriminatory application of the policy?
    • Is the policy measurable?
  • Are you working with an attorney?
    • Only an attorney can provide legal advice. This could be a City or County Attorney, an attorney on retainer, or an attorney on the board.
    • If you’re not currently working with an attorney, have you contacted other libraries in your area to see if there is someone they’d recommend?


General suggestions for library policies:

  • Use plain language: aim for a clear and concise summary that can be understood by any community member, even those that have never been to the library.

  • Separate policy from procedure: a policy explains what the rules are, while a procedure explains how staff and patrons carry them out in practice. For example, a circulation policy might explain how materials can be borrowed, renewed, and returned, while balancing access for patrons with the library’s responsibility to protect and preserve the collection. Whereas, a circulation procedure might provide step-by-step instructions, workflows, and system-specific notes about issuing cards, renewing material, checking in items, etc. Keeping policies and procedures separate will ensure that each document can be updated easily.
  • Review regularly: reviewing all policies on a regular schedule will help ensure they’re up to date and useful for patrons. It might be helpful to question: Is it a simple change in wording or is it broken? Could your grandmother understand the policy? Does your policy reflect the actual practice? Has the policy kept up with the times? Is there still a viable reason to have the policy? Finally, incorporating legal review by an attorney (a City Attorney, County Attorney, board member, etc.) is highly recommended.

  • Have policies approved by the library's governing authority: this adds legitimacy to library policies, and helps the governing authority understand how the library operates.


Trainings and resources related to library policies:

Writing Support


Legality
Policy Basics
Example Policies


***

If you’re in need of a thought partner as you work on your library’s circulation policy, don’t hesitate to reach out. Email our Library Development and Networking team at ld@tsl.texas.gov
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