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Updating Policy for the New Normal

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Updating Policies for Restoration of Service

Dear Library Champion,

As libraries prepare to reopen their doors to the public, library administration and boards should consider updating policies to reflect the current situation. It is important to have these documents updated during this time so staff will have clear guidelines on their own course of action, lay out clear guidelines for expected behaviour of both staff and patrons, and explain enforcement of policy, should it be required.

One policy that libraries should update, or create if they do not have one yet, is a patron code of conduct. Examples of this policy may be found here, here, and here. A patron code of conduct outlines acceptable behaviours within the library and actions available to staff and the patron(s) in question. When looking to update your patron policy for concerns surrounding COVID-19, consider using broader terminology. For example, “patrons must adhere to guidelines as stipulated by the province of Manitoba” to avoid having to revise the policy as the situation evolves.

Library boards should also consider revising personnel policies to include provisions for staff who are unable to work due to illness, care-giving, or childcare. As the employer, the library board is responsible for communicating leave time to staff. Work closely with your local municipality to create or update a personnel policy, and refer to Manitoba Employment Standards for more information.

Updates to borrowing policies for library materials should be considered during this time. While many libraries have extended due dates and done away with late fees for the time being, libraries should consider how borrowing of physical materials will look moving forward. Areas that should be considered include extending due dates of materials to allow patrons to quarantine items once they return home, potentially changing borrowing limits so patrons can borrow more or fewer items at a time, patron renewals, and how late fees will be handled. Also, consider how your library will be communicating sanitization processes within the library, and what patrons can do if they are nervous about potential infection from library materials.

The need for increased attention to cleaning and sanitization are an important part of a safe reopening plan, and should be put into policy so standards are made clear to all staff. Areas to be considered are bathrooms, railings, doorknobs, telephones, workstations, wastebaskets and offices of workers if they become ill. Not only will frequency need to be taken into consideration, but also proper procedure and supplies will need to be outlined.

Libraries should consider financial authority policies. Many libraries have closed their doors to the public since mid-March, and are now looking to reopen their doors to the public. Reopening to the public includes the need to purchase additional PPE and safety equipment. Decide if, and how much, of the library budget the library administrator can reallocate to allow for these purchases. Some libraries may also consider adjusting allotments in collection development budgets towards online resources.

A good policy manual is important to any library, as it sets out rules, standards and expectations on both staff and patrons. It can ensure fair and equal treatment and service levels, and instruct staff in how to respond in different situations. As libraries look to reopening their physical space, their policy manuals should reflect the changed environment in which libraries will now be operating.
 
Additional Resources
Pandemic Preparedness: Resources for Libraries
Sample Policies
How to prepare for the COVID-19 pandemic
Get Your Workplace Ready for Pandemic Flu
CFLA Issues Guidance for Canadian Libraries on Copyright and Online Storytimes

Professional Development eBooks

Check out these titles in our eLM Library Management collection.

Imagine Your Library’s Future 

An Evaluation of the Benefits and Values of Libraries 

Crash Course in Collection Development 
Library Consultants - We're Here To Help
Questions about library operations, policy development, training, board governance, etc.? Give us a call!
 
Denise Weir
Regional Library Consultant
1-888-841-3326
Denise.Weir@gov.mb.ca
 
Meagan Richards
Municipal Library Consultant
1-888-277-3523
Meagan.Richards@gov.mb.ca

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