From: Subject: NCPLDA Guidelines for Public Libraries 1998 Date: Mon, 12 Jul 2010 01:08:44 -0400 MIME-Version: 1.0 Content-Type: multipart/related; type="text/html"; boundary="----=_NextPart_000_0000_01CB215E.C5F7B9A0" X-MimeOLE: Produced By Microsoft MimeOLE V6.00.2900.5931 This is a multi-part message in MIME format. ------=_NextPart_000_0000_01CB215E.C5F7B9A0 Content-Type: text/html; charset="iso-8859-1" Content-Transfer-Encoding: quoted-printable Content-Location: http://ils.unc.edu/daniel/NCPLDA/guidelines.html NCPLDA Guidelines for Public Libraries 1998

NORTH CAROLINA PUBLIC LIBRARY DIRECTORS=20 ASSOCIATION


Introduct= ion
STANDARDS
Planning
Governan= ce
Administr= ation
Finance=
Staffing<= /A>
Collect= ion=20 Mgt
Access = to=20 Services
Faci= lities
Technology=
Public=20 Presence
APPENDICES
A.=20 Bibliography
B. = Relevant NC=20 Statutes
C. = Service=20 Responses in NC
=

GUIDELINES FOR

NORTH CAROLINA PUBLIC

LIBRARIES

1998

Adopted Nov. 13, 1998

INTRODUCTION

The North Carolina Public Library Director's Association = (NCPLDA)=20 appointed a committee in December 1996 "to review the 1987 = Standards for=20 North Carolina Public Libraries and to update them as necessary = with a=20 particular emphasis on the impact of computer and other technologies = on public=20 library buildings and services." The Committee's responsibilities = included:

  1. to solicit input from the membership regarding possible changes=20
  2. to review public library standards from other states to see if = they=20 should be adopted in North Carolina=20
  3. to provide a draft document for approval by NCPLDA.

The Committee began its work with a first meeting on February 7, = 1997.

Input to the Committee came from the NCPLDA membership both = formally and=20 informally throughout the process. Public library standard and = guideline=20 documents from other states were reviewed, as were writings about = standards in=20 the library press (see the bibliography<= /A> in=20 Appendix A for items used). Of particular interest to the Committee = was the=20 work of the Public Library Association's (PLA) ReVision committee = charged with=20 updating and revising an earlier planning document, Planning and = Role=20 Setting for Public Libraries (ALA: Chicago, 1987). This work = resulted in=20 the recent publication of Planning for Results; A Public Library=20 Transformation Process (Himmel & Wilson, ALA: Chicago, 1998). = The new=20 publication continues PLA's emphasis on planning services based on = community=20 needs. It emphasizes more strongly the need for measures of success = showing=20 the difference that a public library makes in its community.

Over a period of many months, the Committee deliberated about the = purpose=20 of public library standards in North Carolina and the anticipated use = such=20 standards would receive. The Committee chose to call the resulting = document=20 "Guidelines" rather than "Standards" realizing that each community is = unique=20 in many ways and that it is the professional responsibility of the = public=20 library director in conjunction with other decision makers in the = community to=20 determine appropriate levels of service.

What we offer in this document is our best judgment of important = minimum=20 levels of resources and activities necessary to achieve the shared = common=20 purpose of all public libraries to provide access to information = contained in=20 books and other media for all community members. The Committee = struggled to=20 accommodate the differing needs of small, medium and large public = library=20 systems and individual branches. The resulting eight categories of=20 requirements are similar to those in the 1988 document and to those of = other=20 states.

Members of the Committee embrace the concept of designing special = service=20 responses for unique community needs. We encourage public libraries to = explore=20 possible service responses and to tailor these to their own = communities. To=20 this end, we have solicited peer institutions in the State who have=20 established reputations for excellence for service in particular = areas. We=20 have asked each one to write a brief description of the selected = service=20 response in a standard format. We append these descriptions as = concrete=20 examples and encourage other libraries to design their own service = responses=20 in the spirit of PLA's approach. These descriptions are provided in Appendix = C.

The Committee that has provided these new guidelines includes = dedicated=20 library professional from small, medium and large public libraries, as = well as=20 representatives from the library/information educational community and = the=20 State Library. These individuals are:=20

Dr. Evelyn Daniel, School of Information and Library = Science,=20 the University of North Carolina at Chapel Hill (daniel@ils.unc.edu)
= Kem=20 Ellis, Director, High Point Public Library (kem.ellis@ci.high-point= .nc.us)
Jeanne=20 Fox, Director, H. Leslie Perry Memorial Library (Vance County) (jfox@ncsl.dcr.state.nc.us)<= /I>
Dale=20 Gaddis, Director, Durham County Library (dgaddis@ncsl.dcr.state.n= c.us)
Linda=20 Hadden, Director, Duplin County-Dorothy Wightman Library (lhadden@ncsl.dcr.state.n= c.us)
Beth=20 Mueller, Director, Appalachian Regional Library (bmueller@ncsl.dcr.state= .nc.us)
Sandy=20 Neerman, Director, Greensboro Public Library (sneerman@ncsl.dcr.state= .nc.us)
David=20 Paynter, Director, New Hanover Public Library (dpaynter@ncsl.dcr.state= .nc.us)
Caroline=20 Shepard, Chief, Library Development Section, Division of the State = Library=20 (cshepard@hal.dcr.state.n= c.us)
William=20 Snyder, Director, Henderson County Public Library = (wsnyder@henderson.lib.nc.us)
Jerry=20 Thrasher, (Chair), Director, Cumberland County Public Library &=20 Information Center (thrasher@cumberland.lib= .nc.us)

We urge public library directors, trustees, local government = officials, and=20 the general public to use these guidelines and suggested service = responses to=20 reach beyond today's needs. Your planning for your public library must = adapt=20 to an environment of constant technological, informational, and = societal=20 change. This publication will give library administrators and = governing boards=20 useful guidelines to help develop your local level of public library = service=20 well into the first decade of the 21st century.

 

/s/ Jerry Thrasher

PLANNING

 =
Long and short range planning is essential if a library is = to be=20 effective in serving the needs of its constituency. Library Board and = Director=20 share the responsibility for ensuring that a regular planning cycle is = maintained and that the community is represented in the planning = process.=20 Ideally, the library's planning process is part of a larger community = planning=20 effort.

  1. The library completes a formal study to determine community = needs for=20 services at least once every five years and uses the Public Library=20 Association's planning documents to select appropriate service = responses.

  2. The library has a written long range plan, approved by the = governing=20 board and available for public inspection, which includes:=20

    1. a statement of mission and goals that clearly describe the = purpose of=20 the library, its role in the community, its vision for the future,

    2. specific strategies for achieving the vision, and

    3. measurable objectives for evaluating progress towards reaching = the=20 goals.

  3. The library documents use, conducts surveys, and uses other = appropriate=20 measures to monitor effectiveness and efficiency in meeting = objectives.

  4. The Library Board and the library administration review and = update the=20 long range plan annually and evaluate the library's performance on = the basis=20 of stated objectives and the North Carolina Public Library = Guidelines.

GOVERNANCE

North Carolina law provides for the establishment and = maintenance=20 of public libraries (General Statutes of North Carolina, article 14, = chapter=20 153-A) Government officials, library boards, librarians and library = staff=20 should be familiar with the legal provisions affecting library service = (see Appendix = B).

North Carolina libraries operate under a number of different = administrative=20 structures that include both governing and advising boards. Local = situations=20 will impact how these guidelines are implemented.=20

  1. The library board has a written set of by-laws, approved and = reviewed=20 annually, that define the responsibilities and authority of the = board and=20 prescribe the conduct of its meetings.

  2. Board meetings with the library director in attendance are held = no less=20 than four times a year at a time and place convenient for the = library board=20 and for the community and in accordance with the state law on open = meetings.

  3. Each library board member has received a thorough orientation to = his or=20 her role as a trustee and to the library itself within two months of = their=20 appointment to the board.

  4. At least one member of the library board has attended a minimum = of one=20 regional or state-wide library related activity each year.

  5. The library has written policies, approved by the library board, = that=20 are reviewed annually.

  6. Board members serve no more than two consecutive terms or twelve = consecutive years.

  7. The library board has endorsed the American Library = Association's=20 Library Bill of Rights, the Freedom to Read Statement, = and the=20 Freedom to View statements.

  8. Each library board member is a member of the North Carolina = Library=20 Association (NCLA). The board chair is a member of the American = Library=20 Trustee Association

  9. Members of library boards are covered by liability insurance. =

ADMINISTRATION

As chief executive officer, the library director administers = policies adopted by the library's governing authority.=20
  1. The library meets all the requirements to receive funding from = the State=20 Aid to Public Libraries Fund.

  2. In concurrence with the General Statutes of North Carolina (G.S. = 153A-264) any resident of the county or city, as the case may be, is = entitled to the free use of the library.

  3. The library's procedures are written and up to date.

  4. The library director is a member of the North Carolina Public = Library=20 Directors Association (NCPLDA). The library director actively = participates=20 in NCPLDA and other local, statewide, and national professional = library=20 association efforts to plan for the development of public libraries.

FINANCE

 =
  1. The Library Board and Director identify and advocate annually for = the=20 budgetary needs of the library. The local funding authority approves = an=20 operating and capital budget to accomplish the objectives in the = library's=20 long range plan.

  2. The annual budget includes stated performance outcomes and the = library=20 director is given authority to use budgeted funds flexibly to achieve = the=20 outcomes.

  3. The library files the application for State aid and supporting=20 documentation by stated deadline.

  4. The library identifies and applies for federal and other = applicable state=20 and special grants, and seeks individual private support, to provide = for=20 enhancements to basic services.

  5. The Library Board and administration keep local, state, and = federal=20 elected officials informed of legislation affecting library financing = and=20 educated about needed appropriations.

  6. The library has an established system for maintaining = accountability for=20 funds received and expended and for reporting to funding authorities.

  7. Financial and grant reports are completed in the proper form and = by=20 required deadlines.

  8. The library follows applicable federal, state, and local = purchasing and=20 financial regulations.

  9. The library's finances, including all funds received and expended, = are=20 audited annually according to generally accepted accounting = principles.=20

STAFFING

The key to any successful library is a well-trained staff=20 dedicated to providing the highest possible levels of library = services.=20 Recruitment of well-qualified personnel and their continuing efforts = to=20 improve their skills and attain new competencies is a high priority = for all=20 libraries. The staff is the most important resource in addition to = being the=20 proportionally largest item in the library budget.

  1. Every library follows a written personnel policy that, at a = minimum,=20 addresses the following:=20

    1. The appointment, promotion, and dismissal of personnel

    2. Position descriptions and performance measures for each = position

    3. The specified probationary period, grievance procedure, and = periodic=20 evaluation process

    4. Benefits including annual and medical leave, retirement, and = medical=20 coverage

    5. Absence with pay for continuing education activities

    6. Paid library holidays and days when the library will be closed = in a=20 clearly stated schedule

    7. Equitable compensation following a plan modeled on either = comparable=20 local schedules (such as the school system) or local government = employees=20 if the library is a part of local government.

    The libraries that are a part of local government = adhere to=20 the local government's personnel policies. The librarian works with = other=20 government departments to fashion forward-looking changes to these = policies.

  2. Professional librarians are paid no less than the minimum salary = recommended by the State Library. Support staff and technology = specialists=20 are paid a salary or hourly wage comparable to similar positions in = local=20 government.

  3. The library supports and encourages staff to enhance basic = skills,=20 acquire new skills, keep current on new developments in public = libraries,=20 and renew their enthusiasm for library work. Attendance at library=20 conferences, participation in course work, seminars, and other = in-service=20 training offerings all provide opportunities for library staff to = improve=20 their knowledge base and to add new skills. The library provides = paid work=20 time and funding for related expenses for such training. Special = emphasis is=20 placed on the need to train staff in the use and maintenance of = information=20 technologies.

    1. At least 2% of the personnel budget is allocated to in-service = training and continuing education.

    2. Each library brings its staff together annually for a minimum = of eight=20 hours of education and training.

    3. Each library has an established in-service training schedule = that=20 includes provision for each staff member to participate in at = least one=20 opportunity annually for education and training.

  4. Staffing levels are sufficient to carry out the library's = mission,=20 develop and implement the library's long range plans, and carry out = the=20 primary and secondary service responses selected as appropriate to = the=20 community. The following minimum guidelines are recommended:

    1. One full time equivalent (FTE) staff person is provided for = every=20 2,000 people in the service population; at least a third of FTE = staff are=20 librarians with MLS degrees.

    2. A full service library facility has a state-certified Public = Library=20 Manager, a Children's Librarian, and a Reference Librarian.

    3. Circulation staff are provided at the rate of one FTE staff = person per=20 25,000 annual circulations.

    4. Additional staff are provided for administrative, technical = and=20 support services. At least one computer technician is on call at = all times=20 the library is open.

    5. Additional staff or contract services are required for = security and=20 maintenance of library facilities.

    6. Libraries provide additional staff for a higher volume of use = and the=20 provision of specialized service responses.

    7. Regardless of size, all libraries have at least two persons on = duty at=20 all times the library is open.

  5. Each member of the library staff is evaluated at least once a = year. The=20 evaluation is based on established performance standards and an = agreed-upon=20 work plan.

COLLECTION MANAGEMENT

A function of the public library is to assemble, organize,=20 preserve and make easily and readily available to all people a variety = of=20 resources that will meet the needs and interests of the community.

  1. The library's collection reflects the needs of the community and = the=20 service response choices the library has made. Materials in a = variety of=20 formats are required.

  2. The library owns a minimum of two books per capita plus other = material.=20 The library spends no less than 20% of its annual budget for print=20 materials, audiovisual materials, and electronic information = services.

  3. The library considers the diverse needs, interests and differing = points=20 of view when developing a collection of resources that cover a broad = range=20 of subjects. While the collection contains materials setting forth a = variety=20 of views on topics, this does not imply that the library provides = equal=20 numbers of books and other materials on each topic.

  4. The library has a written collection development policy that = addresses=20 its priorities for the planned selection and review of library = holdings and=20 relates these priorities to its mission statement. The policy

    1. endorses the Library Bill of = Rights=20 and its=20 interpretations, the Freedom to = Read=20 statement and related = policies and=20 guidelines protecting the freedom to read

    2. specifies the criteria and sources used for selection=20

    3. identifies who has responsibility for materials selection

    4. establishes a procedure for reconsideration of material in the = collection, including electronic resources

    5. adopts a professionally recognized method (such as the CREW = method) to=20 weed damaged, worn or outdated materials

    6. in making selections between hard copy and electronic = material,=20 considers issues of content, ease and speed of use, effectiveness = of use,=20 and volume of use, as well as license and copyright conditions, = long-term=20 maintenance, staff skills and cost.

  5. The cataloging and classification of materials uses technical = standards=20 established by the State Library of North Carolina.

  6. In order to maintain the currency of the collection, at least 5% = of the=20 collection is withdrawn annually. Special collections, such as = genealogy,=20 local history, and the like, are not included in this percentage.

  7. As current information obtained from electronic sources becomes = more=20 heavily used, hard copies of magazine titles are chosen primarily = for=20 browsing rather than for reference use.

  8. Public libraries provide a core collection of printed reference=20 materials as well as access to electronic delivery of information.

  9. Developing a current, attractive and relevant collection = requires=20 adequate funding and professionally-trained collection managers. The = number=20 of materials owned by a library is less important than the quality = of its=20 collection and the use the materials receive.=20

  10. In addition to making materials available within the library, = the public=20 library provides interlibrary loan and/or document delivery services = to=20 assist individuals in securing needed resources beyond the local = library's=20 collection.

ACCESS TO LIBRARY SERVICES

Access to library services is available from the library = itself,=20 from the users' home, business, and/or school in order to provide = convenient=20 and increased use of library resources.

  1. The regular schedule of hours a library is open is clearly = posted,=20 regular, and consistent for different days. Opening hours are = developed for=20 the convenience of the public and include morning, afternoon, = evening and=20 weekend hours.

  2. A full service library facility is open a minimum of 60 = hours/week; all=20 library services are available whenever the library is open.

  3. Ninety percent of the service population is no more than a = 15-minute=20 drive to a library. Individuals and groups who lack regular = transportation=20 to a library are served by a bookmobile or other outreach service. = These=20 services have regularly scheduled stops based upon community needs. = At a=20 minimum, reader's advisory and loan service are provided at all = bookmobile=20 and outreach stops.

  4. Public access to the Internet is available at all library = locations.=20

  5. Remote reference service (via telephone, email, and/or fax) is = available=20 to the public. Response to such inquiries is provided within 24 = hours.

  6. Remote access to the library's catalog is available to library = users 24=20 hours per day. Remote access to other library catalogs is also = provided.

  7. The library and its programs are accessible to people with = disabilities.

  8. The library provides appropriate technology to assure equal = access to=20 library services for specialized populations (including but not = limited to=20 the homebound, the institutionalized, and non-English speaking = populations).

  9. The library provides public training in the use of its resources = to=20 ensure that all citizens have the necessary skills to take advantage = of=20 print and electronic resources.

FACILITIES

The public library building gives the local community a = motivating=20 invitation to enter, read, listen and learn. A model library building = is=20 designed to be flexible enough to respond to changing use and service=20 patterns. The building houses a variety of collections growing in = scope and=20 format. The building is planned for user efficiency to encourage = extensive=20 public use, and for staff efficiency to encourage economy for the = provision of=20 library services.

  1. The Library Board monitors the quality and level of service = responses=20 for the library and advocates for adequate space to carry out = services.=20

  2. The library staff and the Library Board review library space = needs of=20 the service population at least every five years as part of the = total=20 library planning process that results in a formal written document = of=20 facility needs. Facility needs are determined based on population = size,=20 density, growth projections, and distance from existing facilities.=20

  3. Every library system has at least one full-service library = facility with=20 a minimum gross square footage of 16,000 square feet regardless of=20 population served. Library systems serving more than 25,000 people = provide=20 library facilities totaling not less than 0.65 square feet per = capita, with=20 at least one facility of not less than 16,000 square feet.=20

  4. Public libraries provide space to accommodate the multiplicity = of public=20 electronic workstations and associated services.=20

  5. In planning for remodeled, replacement or new library = facilities; a=20 written building program is developed by the library management and = a=20 Library Building Committee with public input.=20

  6. Major library construction projects require the services of = architects=20 and other necessary specialists, such as library building, interiors = and=20 library technology consultants.

  7. Adequate public parking is essential for the success of a = library=20 facility. Available public parking represents at least one parking = space for=20 every 200 square feet of gross square footage of the facility. = Additional=20 space for parking is needed if the library provides public activity = rooms,=20 story time rooms, computer rooms, conference rooms, or other special = purpose=20 faciilities.

  8. Library facilities of 25,000 square feet or less are on one = floor to=20 reduce supervision, maintenance, and operational costs.=20

  9. Proper heating, ventilating and air conditioning (HVAC) systems = maintain=20 relative humidity levels of 45% to 55% year round for library = facilities.=20 Stricter standards are required for special collections. Lighting = standards=20 meet standards for libraries.

  10. Modern library facilities are dependent on computer technology = to=20 support internal operations and to provide public electronic = information=20 services with access to the Internet. A demark or telecommunication = room is=20 provided to manage incoming cabling and house routers, hubs and = other=20 telecommunication equipment for the distribution of electronic = communication=20 throughout the library.

  11. All library facilities meet local, state and national building = codes for=20 fire, safety, sanitation, handicapped access.

TECHNOLOGY

  1. The library system provides public access to electronic = information=20 (Internet, CD/ROM products, online databases and the like) at each = library=20 location. Electronic information services are available at all hours = that=20 the library is open.=20

  2. Each library facility has at least one computer workstation for = every=20 2,500 people in its designated service area. At least 50 square feet = are=20 allotted for each public workstation. Each library has one printer = for each=20 stand-alone computer workstation or at least one networked printer = for every=20 five computers.=20

  3. Cataloging and circulation functions are automated according to = State=20 Library of North Carolina technical standards (Minimum = Standards for Library Automation in North Carolina=20 [http://statelibrary.dcr.state.nc.us/lsta/minstds810.pdf] and OCLC = batchload Guide=20 (Technical Information for Batchloading: Algorithms, Tape, and = Record=20 Requirements [http://www.oclc.org/oclc/man/7123bach/app-b.htm]).

  4. Each library system has a library website describing the = services of the=20 library system and containing links to selected related sites.=20

  5. All newly purchased hardware and software in the library meet = current Minimum=20 Specifications for New Purchases=20 [http://statelibrary.dcr.state.nc.us/ld/minspec.htm] set by the = State=20 Library of North Carolina and are replaced according to State=20 Library guidelines=20 [http://statelibrary.dcr.state.nc.us/hottopic/techplan/equipol.htm]. =

  6. At least one full-time computer technician is designated for = every 50=20 computer workstations and related printers and peripherals.=20

  7. A systems manager is assigned to each library system.=20

  8. Each library facility has at least one staff member designated = and=20 trained to communicate with computer technicians and to perform = basic=20 troubleshooting.=20

  9. Library staff have appropriate training in basic computer use, = computer=20 operating systems and all electronic formats available to the public = and for=20 staff use. Quarterly technology updates are provided for library = staff.=20

  10. Budgetary provisions are made for ongoing computer training for = the=20 staff.

  11. In-house training experts are selected and trained.=20

  12. The library has a technology plan that represents both current = and=20 future technology projects. Projects planned for the next two to = five years=20 are identified in the plan.=20

  13. A policy on technology upgrades and replacements is adopted with = funds=20 budgeted for this purpose.=20

  14. The technology plan is reviewed and updated yearly to evaluate = progress=20 and to determine goals and objectives for the coming year.=20

  15. A technology committee is appointed to plan and oversee all = library=20 technologies.

PUBLIC PRESENCE

Public presence speaks to the library=92s relationship with the = community it=20 serves. An effective public presence ensures that the community is = aware of=20 the library and values its contributions.

  1. The library contributes to community well-being through = participation in=20 community planning efforts.=20

  2. The library collaborates with other community agencies and = institutions=20 in implementation of plans.=20

  3. The library=92s Board demonstrates awareness of the services = offered by=20 the library and is actively involved in promoting the library.=20

  4. The library director plays a leadership role in community = planning=20 efforts and communicates regularly to important constituencies in = the=20 community.=20

  5. All library staff members exhibit a positive and helpful = attitude.=20

  6. A library advocacy group is established to promote the library, = to raise=20 funds, and to provide volunteers.=20

  7. The librarian, in collaboration with members of the Board, the = staff,=20 and the community develops and implements a systematic plan to = market the=20 library. The plan builds on the community analysis and=20

    • identifies target audiences and devises a strategy for = increasing=20 their awareness of appropriate services.=20

    • establishes measurable objectives and designs specific = activities to=20 accomplish them.=20

    • incorporates use of an appropriate mix of media and = technology in=20 the objectives.=20

    • develops a training/orientation program on customer service = for=20 staff and volunteers.=20

    • sets money aside in the annual budget to accomplish the = objectives=20 and the customer service training program.=20

    • gathers citizen input on the use and effectiveness of = services=20 provided and uses quantitative measures to monitor progress = toward the=20 achievement of objectives.=20

    • on a regular basis, evaluates the choice of target = audiences, the=20 strategies to reach them, and the particular objectives. Revises = the=20 plan.

  8. The library=92s facility is easily located and clearly = identifiable as a=20 library.=20

  9. The library has a complaint procedure in place and responds to=20 complaints in timely fashion.=20

  10. The library reviews its policies and procedures regularly to = identify=20 potential barriers to good customer service.
=20

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