{"id":34416,"date":"2026-07-23T11:32:22","date_gmt":"2026-07-23T16:32:22","guid":{"rendered":"https:\/\/www.tsl.texas.gov\/ld\/librarydevelopments\/?p=34416"},"modified":"2026-07-24T07:06:07","modified_gmt":"2026-07-24T12:06:07","slug":"policy-corner-personnel-policy","status":"publish","type":"post","link":"https:\/\/www.tsl.texas.gov\/ld\/librarydevelopments\/2026\/07\/23\/policy-corner-personnel-policy\/","title":{"rendered":"Policy Corner: Personnel Policy"},"content":{"rendered":"\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" src=\"https:\/\/www.tsl.texas.gov\/ld\/librarydevelopments\/wp-content\/uploads\/2024\/05\/lib-mgt-services_640x145-1.png\" alt=\"\" \/><\/figure>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p class=\"wp-block-paragraph\">While attending a recent professional learning network meetup, Director Gordon of Gotham Public Library\u2014a fictional, small, rural library in Texas\u2014heard a cautionary tale about a neighboring library&#8217;s lack of a personnel policy. Recognizing the potential risks, she resolved to review her own library&#8217;s policies.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">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.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">As Director Gordon reflected on Smallville Library\u2019s experience, she realized 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\u2019 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.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Questions to Consider While Revising or Creating A Personnel Policy:<\/strong><\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong><em>What is the library\u2019s mission statement, and how is it reflected in this policy?<\/em><\/strong>\n<ul class=\"wp-block-list\">\n<li>If the library\u2019s mission emphasizes lifelong learning, how does the policy\u2019s provisions for professional development, continuing education, and staff training support that?<\/li>\n\n\n\n<li>If the library\u2019s mission statement mentions excellent customer service, how does the policy address expectations for professional conduct, responsiveness to patrons, and ongoing customer-service training?<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong><em>How will you manage personnel matters?<\/em><\/strong>\n<ul class=\"wp-block-list\">\n<li>What are the expectations regarding professional ethics, customer service, and interactions with patrons, colleagues, and community partners?<\/li>\n\n\n\n<li>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?<\/li>\n\n\n\n<li>What constitutes acceptable workplace behavior, what are the library\u2019s standards of conduct, and what is the process for addressing performance concerns, misconduct, or disciplinary issues?<\/li>\n\n\n\n<li>What are the staff responsibilities related to workplace safety, emergency preparedness, security incidents, and the reporting of accidents or hazards?<\/li>\n\n\n\n<li>What are the operational procedures and workplace expectations for ensuring consistent service delivery and accountability across the entire library and all positions?<\/li>\n\n\n\n<li>What are the expectations regarding dress code, professional appearance, social media use, and other aspects of personal conduct that may affect the library&#8217;s public image?<\/li>\n\n\n\n<li>How will staffing practices be addressed including work schedules, attendance expectations, overtime, leave requests, and accommodations for operational needs?<\/li>\n\n\n\n<li>How is continuing education, professional development, training, and participation in professional organizations supported?<\/li>\n\n\n\n<li>What are the expectations regarding a drug-free workplace, including prohibited behaviors, reporting procedures, and available employee assistance resources?<\/li>\n\n\n\n<li>How are potential conflicts of interest identified, disclosed, and managed to maintain public trust and ensure ethical decision-making?<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong><em>Are you working with an attorney?<\/em><\/strong>\n<ul class=\"wp-block-list\">\n<li>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.<\/li>\n\n\n\n<li>If you\u2019re not currently working with an attorney, have you contacted other libraries in your area to see if there is someone they\u2019d recommend?<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>General Suggestions for Library Policies:<\/strong><\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong><em>Use plain language<\/em><\/strong><em>:<\/em> Aim for a clear and concise summary that can be understood by any community member, even those that have never been to the library.<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong><em>Separate policy from procedures<\/em><\/strong>: A policy explains <em>what<\/em> the rules are, while a procedure explains <em>how staff and patrons carry them out in practice<\/em>. 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.<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong><em>Review regularly<\/em><\/strong><em>:<\/em> Reviewing all policies on a regular schedule will help ensure they\u2019re 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?&nbsp; 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.<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong><em>Have policies approved by the library\u2019s current governing authority<\/em><\/strong><em>:<\/em> This adds legitimacy to library policies, and helps the governing authority understand how the library operates.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Related Trainings and Resources:<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">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\u2014such as compensation, benefits, and payroll\u2014managed through municipal or county human resources departments.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong><em>Writing Support<\/em><\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.plainlanguage.gov\/guidelines\/audience\/\">Write for your audience<\/a> \u2013 plainlanguage.gov website<\/li>\n\n\n\n<li><a href=\"https:\/\/youtu.be\/8JVBVWYBU6U?si=dysdR9eEdQUXXv_9\">Clear and to the Point: The Importance of using Plain Language in Your Communications<\/a> \u2013 TSLAC, Literacy Advance of Houston webinar<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong><em>Policy Basics<\/em><\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.youtube.com\/watch?v=pScUpnbZUd4&amp;list=PL7U0G5nWPfrh4vw_Q-nrQWwu1U03fc3m7&amp;index=24\">Library 101: Policies<\/a> \u2013 North Dakota State Library short video<\/li>\n\n\n\n<li><a href=\"https:\/\/development.policy.wisc.edu\/understanding-policy-library-terminology\/\">Distinguishing Between Policies, Procedures, and Guidelines<\/a> \u2013 University of Wisconsin Madison<\/li>\n\n\n\n<li><a href=\"https:\/\/libraries.vermont.gov\/sites\/libraries\/files\/PublicLibraries\/Writing%20Policies%202016.pdf\">Notes on Library Policy<\/a> \u2013 Vermont Department of Libraries&nbsp;<\/li>\n\n\n\n<li><a href=\"http:\/\/nlc.nebraska.gov\/directorsguidebook\/docs\/Henson_Policies%20and%20Procedures.pdf\">Developing and Writing Library Policies and Procedures<\/a> \u2013 By Stephen Henson of BE&amp;K Engineering. Includes an excellent list of additional sources.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><em><strong>Examples and Resources<\/strong><\/em><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/ed.cde.state.co.us\/cdelib\/librarydevelopment-publiclibraries-policieschecklist\">Checklist of Policies<\/a> \u2013 Colorado Department of Education; See \u201cLibrary Personnel Policies\u201d<\/li>\n\n\n\n<li><a href=\"https:\/\/ckls.libguides.com\/c.php?g=1025898&amp;p=9207480\">Library Policies: Personnel<\/a> \u2013 Central Kansas Library System<\/li>\n\n\n\n<li><a href=\"https:\/\/www.sll.texas.gov\/about-us\/library-policies\/\">Employee Policies<\/a> \u2013 Texas State Law Library<\/li>\n\n\n\n<li><a href=\"https:\/\/www.muensterlibrary.org\/about-us\/library-policies\/personnel.html\">Personnel Policy<\/a> \u2013 Muenster Public Library<\/li>\n<\/ul>\n\n\n\n<p class=\"has-text-align-center wp-block-paragraph\">***<\/p>\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-8f761849 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:66.66%\">\n<p class=\"wp-block-paragraph\">If you\u2019re in need of a thought partner as you work on your library\u2019s policy, don\u2019t hesitate to reach out. Email our Library Development and Networking team at <a href=\"https:\/\/www.blogger.com\/blog\/post\/edit\/1349219619859782375\/937866753007965595#\">ld@tsl.texas.gov<\/a><\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:33.33%\">\n<figure class=\"wp-block-image size-large is-resized\"><img decoding=\"async\" src=\"https:\/\/www.tsl.texas.gov\/ld\/librarydevelopments\/wp-content\/uploads\/2025\/07\/Want-2.png\" alt=\"\" style=\"width:137px;height:auto\" \/><\/figure>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>While attending a recent professional learning network meetup, Director Gordon of Gotham Public Library\u2014a fictional, small, rural library in Texas\u2014heard a cautionary tale about a neighboring library&#8217;s lack of a personnel policy. Recognizing the potential risks, she resolved to review her own library&#8217;s policies. The Smallville Library employed 25 staff members and operated for years&hellip;<\/p>\n","protected":false},"author":57,"featured_media":31947,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_s2mail":"yes","footnotes":""},"categories":[251,59],"tags":[959,1122,182,913,1201,1190,567,803,998],"class_list":["post-34416","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-management-leadership","category-public-libraries","tag-library-management","tag-library-policy","tag-management","tag-management-services","tag-policy","tag-policy-corner","tag-public-libraries","tag-resources","tag-texas-public-libraries"],"_links":{"self":[{"href":"https:\/\/www.tsl.texas.gov\/ld\/librarydevelopments\/wp-json\/wp\/v2\/posts\/34416","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.tsl.texas.gov\/ld\/librarydevelopments\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.tsl.texas.gov\/ld\/librarydevelopments\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.tsl.texas.gov\/ld\/librarydevelopments\/wp-json\/wp\/v2\/users\/57"}],"replies":[{"embeddable":true,"href":"https:\/\/www.tsl.texas.gov\/ld\/librarydevelopments\/wp-json\/wp\/v2\/comments?post=34416"}],"version-history":[{"count":5,"href":"https:\/\/www.tsl.texas.gov\/ld\/librarydevelopments\/wp-json\/wp\/v2\/posts\/34416\/revisions"}],"predecessor-version":[{"id":34433,"href":"https:\/\/www.tsl.texas.gov\/ld\/librarydevelopments\/wp-json\/wp\/v2\/posts\/34416\/revisions\/34433"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.tsl.texas.gov\/ld\/librarydevelopments\/wp-json\/wp\/v2\/media\/31947"}],"wp:attachment":[{"href":"https:\/\/www.tsl.texas.gov\/ld\/librarydevelopments\/wp-json\/wp\/v2\/media?parent=34416"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.tsl.texas.gov\/ld\/librarydevelopments\/wp-json\/wp\/v2\/categories?post=34416"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.tsl.texas.gov\/ld\/librarydevelopments\/wp-json\/wp\/v2\/tags?post=34416"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}