Library Policy #1: library policy formulation

The purpose of the General Policy Manual is to provide guiding principles designed to determine the day to day activities and procedures for the library departments and to establish responsibilities for action on matters of a continuing nature. In addition, a further purpose of the General Policy Manual is to provide a process for discussion and communication of Library plans. Unless otherwise stated policies apply to the Addlestone Library, the Marine Resources Library, and the Communications Museum and, as appropriate, the Academic Computing Department.

2.1 Policies primarily concerning a single department or branch or an ad hoc group appointed by the head of the department or branch.

2.2 Policies concerning two or more departments should originate with appropriate Assistant or an ad hoc group designated by the Assistant Dean.

2.3 Policies concerning the libraries as a whole should originate with the Dean of Libraries, the Administrative Group (defined as the Dean of Libraries, the Assistant Deans, and the Marine Resources Librarian), and/or an ad hoc group appointed by the Dean of Libraries.

2.4 The responsibility for identifying areas of policy development lies with the Dean of Libraries, the Assistant Deans, the Marine Resources Librarian, and the department heads.

2.5 Library staff are urged to suggest or identify areas of policy development through their appropriate department head or Assistant Dean.

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• 3.1 Format
• 3.1.1 All policies whether new or revised shall follow the format of this policy.


• 3.2 Approval Path
• 3.2.1 Completed drafts of all policies should normally pass through the following channels for review:
• a. Appropriate department or branch
• b. Appropriate Assistant Dean (recommendation)
• c. Administrative Group (recommendation)
• d. Librarians Staff Meeting (review)
• e. Dean of Libraries (final approval)
• 3.2.2 Draft policies from Assistant Deans should begin by step b.
• 3.2.3 Draft policies from the Administrative Group should begin at step c.
• 3.2.4 The Dean of Libraries shall refer appropriate draft policies to the faculty.
• 3.2.5. One week prior to step d, the library administration will distribute draft policies to all librarians.
• 3.3 Responsibilities during the approval process
• 3.3.1 Draft policies requiring significant revisions shall be returned to the originator.
• 3.3.2 If no action is taken during one calendar month by the appropriate reviewing channel (level), the policy is considered approved as is, at that level, and moves forward to the next level.
• 3.3.3 The decision of the Dean of Libraries in all matters of operating policy shall be final.
• 3.3.4 The library administrative assistant shall be responsible for the distribution of all approved policies. Each department shall have an up-to-date policy manual.
• 3.3.5 The current policies are also posted on the library's web page.

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• 4.1 Two years from the original approval date, each policy shall be reviewed by the Administrative Group. Substantive revisions to policies will follow the policy review steps outlined in 3.0.
• 4.2 Criteria for Review
• 4.2.1. Is this policy clear and concise?
• 4.2.2. Is there sound rationale for this policy?
• 4.2.3. Is the policy consistent with the goals, objectives, and plans of the College and the Libraries?
• 4.2.4. Is the policy up to date?

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