Policy Corner: Personnel Policy

 

Originally published July 2026

Library Developments Blog  |  Library Development and Networking Division

Texas State Library and Archives Commission

While attending a recent professional learning network meetup, Director Gordon of Gotham Public Library—a fictional, small, rural library in Texas—heard a cautionary tale about a neighboring library's lack of a personnel policy. Recognizing the potential risks, she resolved to review her own library's policies.

The Smallville Library employed 25 staff members and operated for years without a formal personnel policy, relying instead on informal management practices because managers believed such communication was sufficient for a small organization. Problems emerged when a new library director, Clark, began assigning evening and weekend shifts. Employees noticed that some staff members consistently received preferred schedules while others were assigned less desirable hours. Concerns grew when Lana, an employee who requested time off for a family emergency, was denied leave, only to see a similar request approved for another employee a week later. Without written policies governing scheduling, leave requests, or employee benefits, staff members perceived the process as unfair. Tensions escalated when Lana filed a complaint alleging favoritism and inconsistent treatment. During its investigation, the library board discovered there were no documented procedures for leave requests, performance evaluations, complaint resolution, or ensuring equitable treatment of employees. As a result, employee morale declined, staff turnover increased, and the library faced the possibility of legal action based on claims of discrimination.

As Director Gordon reflected on Smallville Library’s experience, she recognized how easily the absence of clear personnel policies could lead to confusion, conflict, and organizational risk. The situation underscored the importance of establishing policies that promote fairness, protect employees’ rights, and provide consistent guidance for staff and supervisors alike. As you consider your own personnel policy, the following questions and resources may help support your review and identify areas for improvement.

Questions to Consider While Revising or Creating A Personnel Room Policy:

What is the library’s mission statement, and how is it reflected in this policy?

• If the library’s mission emphasizes lifelong learning, how does the policy’s provisions for professional development, continuing education, and staff training support that?
• If the library’s mission statement mentions excellent customer service, how does the policy address expectations for professional conduct, responsiveness to patrons, and ongoing customer-service training?

How will you manage personnel matters?

• What are the expectations regarding professional ethics, customer service, and interactions with patrons, colleagues, and community partners?
• What procedures are in place to ensure employees understand and comply with requirements for protecting patron privacy and maintaining the confidentiality of library and personnel records?
• What constitutes acceptable workplace behavior, what are the library’s standards of conduct, and what is the process for addressing performance concerns, misconduct, or disciplinary issues?
• What are the staff responsibilities related to workplace safety, emergency preparedness, security incidents, and the reporting of accidents or hazards?
• What are the operational procedures and workplace expectations for ensuring consistent service delivery and accountability across the entire library and all positions?
• What are the expectations regarding dress code, professional appearance, social media use, and other aspects of personal conduct that may affect the library's public image?
• How will staffing practices be addressed including work schedules, attendance expectations, overtime, leave requests, and accommodations for operational needs?
• How is continuing education, professional development, training, and participation in professional organizations supported?
• What are the expectations regarding a drug-free workplace, including prohibited behaviors, reporting procedures, and available employee assistance resources?
• How are potential conflicts of interest identified, disclosed, and managed to maintain public trust and ensure ethical decision-making?

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 personnel policy might establish the expectation that employees have access to leave and explains the factors considered when approving requests. Whereas, the leave procedure might provide the step-by-step process staff and supervisors follow to request, review, document, and implement leave decisions. 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. 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.

Related Trainings and Resources:

Staff policies for Texas public libraries frequently address professional service, safety, confidentiality, ethics, and compliance with applicable laws and regulations. These policies may cover areas such as behavior management, privacy, access to information, emergency response, staff training, hiring, scheduling, leave, performance expectations, grievances, and workplace conduct. Rather than a single comprehensive document, libraries often maintain a suite of related policies, with some areas—such as compensation, benefits, and payroll—managed through municipal or county human resources departments. 

Writing Support

• Write for your audience - plainlanguage.gov website
• Clear & to the Point: The Importance of using Plain Language in your Communications - TSLAC, Literacy Advance of Houston webinar

Policy Basics

• Library 101: Policies - North Dakota State Library short video
• Distinguishing Between Policies, Procedures, and Guidelines - University of Wisconsin Madison
• Notes on Library Policy - Vermont Department of Libraries
• Developing and Writing Library Policies and Procedures - By Stephen Henson of BE&K Engineering. Includes an excellent list of additional sources.

Examples and Resources

• Checklist of Policies - Colorado Department of Education; See “Library Personnel Policies”
• Library Policies: Personnel - Central Kansas Library System
• Employee Policies - Texas State Law Library
• Personnel Policy - Muenster Public Library

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