University of Missouri-Columbia Libraries
General Policy Manual Policy #1
LIBRARY POLICY FORMATION
0.0CONTENTS
1.0 Formulation of Policies
2.0 Approval of Draft Policies
3.0 Distribution
4.0 Policy Review
1.0 FORMATION OF POLICIES
1.1 Drafts of new policies or revisions of old policies may originate from several sources within the Libraries:
a. Policies concerning only a single department or branch should originate in that unit, either from the department/branch head or from an ad hoc committee appointed by the department head.
b. Policies concerning two or more departments or branches may originate either from an ad hoc committee appointed by the appropriate supervisor(s), or from a division head or assistant director.
c. Policies concerning the libraries as a whole may originate from the Director of Libraries, an assistant director, the Library Council, the Staff Representative Committee, or an ad hoc committee appointed by the Director of Libraries.
1.2 Responsibility for identifying areas for development and policies in need of revision shall lie with the Director of Libraries, assistant directors, the Library Council, and the Staff Representative Committee.
2.0 APPROVAL OF DRAFT POLICIES
2.1 Format
2.1.1 All policies, whether new or revised, shall follow the format of this policy.
2.2 Approval Path
2.2.1 Completed drafts of all policies should normally proceed through the following channels.
a. Appropriate department or branch head.
b. Unit heads committee of the appropriate division.
c. Assistant Director (if appropriate).
d. Staff Representative Committee (if appropriate).
e. Library Council.
f. Director of Libraries.
2.2.2 Draft policies from assistant directors should begin at step 2.2.1 (c).
2.2.3 Draft policies from the Director of Libraries should begin at step 2.2.1 (e).
2.2.4 The Director of Libraries shall refer draft policies to the University Library Committee and the University Administration for approval, when appropriate.
2.3 Responsibilities during the Approval Process
2.3.1 The original sponsor of a draft policy shall send a copy to the Administrative Assistant in the Library Administrative Office, who shall monitor the draft through the channels specified in 2.2.1.
2.3.2 At the time when draft policies are approved at level A @ in the process, the Administrative Assistant will copy and distribute drafts for routing to library staff for comment.
2.4 If a draft is returned to the original sponsor for significant revision at any stage of the approval process, the revised draft must then be routed again through the entire path for approval of the revisions.
2.5 The decision of the Director of Libraries in all matters of operating policy shall be final.
2.6 Should the Director of Libraries reject a policy against the recommendation of the Library Council, reasons for such rejection shall be recorded in the minutes of the Council meeting.
3.0 DISTRIBUTION
3.1 The Administrative Assistant shall be responsible for the distribution of all approved policies for inclusion in all copies of the Library Policy Manual.
3.2 Copies of the Library Policy Manual shall be available in the following locations:
Library Director's Office
Assistant Director's Office (2)
Assistant to the Director's Office
Administrative Associate's Office
East Branch Library (5)
Technical Services (5)
Reference Services (5)
Special Collections (2)
Access Services (3)
Staff Representative Committee
University Archives
3.3 Assigned staff in each location listed above shall be responsible for maintaining and updating the Library Policy Manual.
4.0 POLICY REVIEW
4.1 The Review Process
Three years from the original approval date of each policy, each policy shall be reviewed.
4.1.1 If the policy is to remain unchanged, it shall be re-approved by the Library Council and re-dated.
4.1.2 If minor changes not affecting the substance or intent of the policy are made, such revisions will be approved by the Library Council and a copy of the revised policy will be distributed, along with instructions to remove the superseded policy.
4.1.3 If significant changes need to be made, the policy should be revised by an ad hoc committee appointed for the purpose, or by the originator of the original policy. The revised policy should then follow the approval path specified in 2.2.1.
4.1.4 If a policy is no longer relevant, a recommendation for withdrawal should be prepared and submitted to the Library Council.
4.2 Criteria for Review
In reviewing policies, the following criteria are suggested:
a. Is there sound rationale for the policy?
b. Does it address a significant area of concern?
c. Does it relate to and is consistent with the objectives of the Libraries and the University?
d. Is it clearly and concisely stated? Is it subject to misinterpretation?
e. Is it up-to-date?
f. Can it be implemented and enforced?
Sponsored by Tom Shaughnessy, Director of Libraries
Approved by Library Council: December 9, 1986
Revised and approved by Library Council: December 16, 1986