Policy Corner: Volunteer Policies

 

Originally published October 26, 2026

Library Developments Blog  |  Library Development and Networking Division

Texas State Library and Archives Commission

As we consider the role of volunteers in public libraries, the following scenario illustrates how well-intentioned community engagement can reveal the risks of operating without a clear volunteer policy.

The Gotham Public Library—a fictional, small, rural library in Texas—relies heavily on volunteers to remain open six days a week. Because Director Barbara Gordon knows nearly everyone in town, volunteer arrangements have always been informal. Last summer, longtime volunteer Lucius Fox offered to supervise teens helping with the summer reading program. Barbara agreed, and Lucius began assigning tasks. Having received only a few guidelines, he allowed the teens to work independently in the children's area and access program records through a shared computer login, without established screening, training, or supervision requirements.

Problems emerged when a parent reported that a teen volunteer had discussed a child's reading progress with other families, another raised concerns about inadequate supervision during a crowded program, and a teen volunteer reported feeling uncomfortable with an adult volunteer's public criticism. The Arkham Angels homeschool group withdrew its children, the library board received complaints, and Barbara had to divert time from library operations to address the incidents. Some volunteers felt unfairly blamed, while others quit because expectations and reporting procedures were unclear.

The library subsequently established written volunteer expectations and procedures. However, rebuilding community trust proved more difficult. This scenario highlights how a lack of clear expectations can turn well-intentioned volunteer efforts into challenges for the library and the community it serves. How prepared is your library to prevent similar issues? As you review your own volunteer policy, consider the following questions and resources to identify potential gaps, assess existing practices, and prioritize opportunities for improvement.

Questions to Consider While Revising or Creating A Volunteer Policy:

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

• If the library’s mission emphasizes lifelong learning, what specific volunteer opportunities and training does the policy establish to advance that commitment?
• If the library’s mission statement mentions serving the entire community, what specific recruitment practices and policy provisions help ensure that volunteer opportunities are accessible to people with diverse backgrounds, skills, experiences, and abilities?

How will you manage library volunteers?

• Recruitment and Selection — How will the library recruit volunteers with diverse backgrounds, skills, and abilities, and establish fair, role-appropriate selection criteria?
• Roles and Responsibilities — How will volunteer duties, expectations, authority, and boundaries be clearly defined, including distinctions between volunteer and paid staff responsibilities?
• Orientation and Training — What orientation and role-specific training will volunteers receive to prepare them to perform their duties effectively and support the library’s mission?
• Supervision and Accountability — Who will supervise volunteers, monitor their work, provide feedback, and address performance concerns?
• Scheduling and Attendance — How will volunteer schedules, absences, cancellations, and attendance expectations be managed?
• Conduct, Confidentiality, and Privacy — What standards will govern volunteer behavior, patron privacy, confidential information, and interactions with staff and library users?
• Safety and Risk Management — What screening, safety procedures, emergency protocols, and liability protections will be appropriate for volunteer assignments?
• Communication and Conflict Resolution — How will volunteers raise concerns, offer feedback, and resolve conflicts with staff, other volunteers, or patrons?
• Recognition and Retention — How will the library acknowledge volunteer contributions, encourage continued participation, and provide meaningful opportunities for growth?
• Evaluation and Separation — How will the library evaluate volunteer contributions, maintain appropriate records, and establish fair procedures for resignation, dismissal, and program improvement?

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:

Writing Support

• Plain Language Guide Series - 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”
• Writing Library Policies: Sample Policy Library - Central Kansas Library System
• Volunteer Policies - Dartmouth Public Library
• Volunteers @ the Library: Sample Documents - West Virginia Library Commission
• Volunteer Policy - Sampson-Clinton Public Library
• Volunteer Policy - Marion Public Library
• Volunteering with Austin Public Library - Austin Public Library
• Policy on Volunteer and Community Service Assistance - Chambers County Library System
• Volunteer At Your Library - Tom Green County Library System

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Email our Library Development and Networking team if you need a thought partner as you work on your library’s policy.