Procedures are simply instructions telling how a certain task is to be done. You may want to write procedures for checking out a book, closing the library, ordering library materials and doing other routine tasks. (1)

How do procedures differ from policies, rules and standards?

• Policies are the broad statements of purpose and philosophy that determine decisions and actions. Procedures, rules, and standards are subordinate to policies.
• Procedures are a series or sequence of related activities designed to standardize the performance of tasks that are part of a major operation. Procedures are the actions to take in a particular situation.
• Rules are regulations and restrictions establishing standards of behavior such as “No Food in the Library.” You will want to keep rules to a minimum.
• Standards are concerned with outcomes or results. They deal with quality, quantities, and units of productivity.

Why write procedures?

• To establish methods of handling repetitive tasks
• To set standards of performance
• To aid evaluation
• To place the responsibility for performance on the individual
• To provide for continuity of action
• To serve as a training tool for students and volunteers
• To provide for uniform practices
• To strengthen supervision

How to organize your procedures manual?

Use a large loose-leaf notebook with dividers for the topics you want to include such as:

• Philosophy
  • Include the district mission statement as well as your school and/or school library mission statement
• Goals and Objectives
  • Include district and school goals and objectives as well as those of your library media center
  • Include short and long-term goals
• Information Resources
  • Collection Development
  • Resource Sharing
  • Interlibrary Loan
• Personnel
  • Include the job description and specific job responsibilities of each staff member
  • Delineate the responsibilities of the district library coordinator if you have one
• Facilities
  • Describe the library space requirements and use
  • Include floor plans or any specific information regarding space allocation
• Library Program
  • Instruction
    • Include the library/information literacy skills curriculum
    • Describe the formal program of instruction
    • Describe the informal program for instruction
• Services
  • List and describe the services of your library
    • Information Resources
    • Instruction
    • Consulting
• Evaluation & Reports
• Index

Tips for Writing Procedures

• Begin each procedure on a separate page
• Begin with a list of materials needed
• Consider using bulleted outlines or flow charts
• Include a table of contents
• Include an index if your manual is longer than 25 pages
• Use descriptive headings
• Use simple words and as few as possible
• Use positive, direct language
• Organize the text in logical sequence
• Use illustrations
• Define terms that may be misunderstood
• Use a readable font size e.g. 12 pt.
• Have someone test and evaluate the procedure after you have written it
• Check your spelling
• Date each section as you write or revise it
• Update and revise continually

Resources

Cubberley, Carol W. “Write Procedures that Work” Library Journal. Sept. 15, 1991.

Kolb, Audrey. Manual for Small Libraries in Alaska. Alaska State Library, 1992.

From: Kolb, Audrey. Manual for Small Libraries in Alaska, 1992.