Trustee Essential 5: Hiring a Library Director

This Trustee Essential covers:

The basic legal parameters for the hiring of a library director
Recommended steps to follow when hiring a new director

Basic legal requirements

Under Wisconsin law, library boards have the authority to hire, supervise, and, if necessary, fire the library director. The library director, in turn, has responsibility for the hiring and supervision of all other persons in library staff positions (provided the library board has authorized those positions). The library board also has the legal authority and responsibility for determining the compensation and general duties of the director (as well as of all other library positions).

Wisconsin statutes and administrative code rules require that all public library directors be properly certified by the Division for Libraries, Technology, and Community Learning. Only libraries with a properly certified director can be library system members. (See Trustee Essential #19: Library Director Certification.)

Library trustees must comply with state and federal laws that prohibit discrimination in hiring. (See Trustee Tool A: Important State and Federal Laws Pertaining to Public Library Operations for a list of these laws and sources of information about these laws.) Any written or oral questions to be asked of job candidates should be reviewed in advance by a person familiar with state and federal employment and discrimination law. Your municipal attorney and library system staff should be knowledgeable about these laws.

ADA compliance

The ADA requires reasonable accommodations in three areas of the employment process. The first involves the job application process. People with disabilities may only be asked questions asked of all applicants. Certain types of questions are not allowed. For instance, all applicants should be told the essential job functions and then asked whether there was any reason why they could not do perform those functions. But it would not be acceptable to single out someone who uses a wheelchair and ask how that person would do a particular task.

Examples of questions that can and can not be asked during an interview are included at the Cornell University site listed below. The site defines "essential functions" as "fundamental job duties of the employment position the individual holds or desires. The term does not include the marginal functions of the position." Job descriptions should be written so that the essential functions are clear. If pre-employment testing is required, then accommodations must be made, if needed, for people to take the test.

The second area requires reasonable modification or adjustments to the work environment or job procedures and rules, to allow a qualified person with a disability to do the work.

The third area requires equal access to whatever insurance and benefits are offered to other employees.

The ADA does not require employers to drop essential functions of a position in an effort to accommodate a person with disabilities. Employers are not expected to provide personal items not available to other employees, but certain accommodations might be expected, such as adjustable chairs, wrist pads, modified phones, etc.

Cornell University's School of Industrial and Labor Relations has a web site with special sections devoted to the employment issues under Title I of the ADA. The address for the site is: http://www.ilr.cornell.edu/ped/accessforall/index.htm?page=map.

The long-term effects of this decision

Not all library boards will face the responsibility of selecting a new director. However, trustees who undertake this process must understand that it is singularly important and will have far-reaching and often long-term effects. Be prepared for a great deal of diligent effort–effort that will be worthwhile if you succeed in hiring the best person for the job.

What to look for in a new director

A library director is the chief administrative officer of the library. The director is responsible both for day-to-day management of the organization and for assisting the library board with "big picture" issues like planning and policy-making. In developing the job description and assessing candidates, consider the following:

experience working with library boards and governing bodies
knowledge of budget preparation, policy development, administration, and employee supervision
library experience in the following areas: public service, technical services, public relations, and automation experience
demonstrated leadership ability and dependability

Steps to follow when hiring a new director

Immediately contact your library system–it has experienced staff who will be happy to assist you through this process.
Appoint a search and screen committee to develop or revise a draft job description, job ad, etc.
Ideally, the next step is to review the library’s long-range plan (if you have one) and analyze progress in reaching the goals and objectives. Knowing where the library needs to go will help trustees define the qualifications needed in the next director.
The board must approve a position description that reflects the necessary qualifications and duties of the job (including the requirements for certification). A competitive salary range and fringe benefit package must be established if you hope to attract qualified applicants.
The board or a board committee checks references of applicants, evaluates qualifications, and arranges interviews with promising candidates (paying part or all of necessary travel expenses). A uniform list of questions should be developed for use in the interviews and for contacting references. Be sure to have these questions reviewed by someone knowledgeable about employment and discrimination law.
The board should make clear to candidates any probationary status, performance evaluation and salary adjustment procedures, and all other terms of employment, such as the Wisconsin certification requirement.
In addition to contacting listed references, the board may wish to contact current or past colleagues of the top candidate or candidates to get a more complete picture of the qualifications of the applicant. If you plan to do this, you should first get written permission from the candidate.
Once the board has made a hiring decision, it contacts the selected applicant and confirms the appointment and starting date in writing. It promptly notifies applicants not selected. The employment contract and/or letter of appointment should specify that as a condition of employment the director must obtain and maintain the appropriate state certification.
A thorough orientation program for the new director, similar to that described for trustees in Trustee Essential #27: Trustee Orientation and Continuing Education, should be conducted.
A six-month or one-year probationary period is a common personnel practice. The board and director should mutually determine short- and long-term goals for this period. The board evaluates performance regularly throughout this period.
Assuming successful completion of probation, the board’s supervision and evaluation responsibilities continue. Reviews of the director’s performance and attainment of goals and objectives should be carried out annually. (See Trustee Essential # 6: Evaluating the Director.)

Sources of Additional Information

Your regional library system staff (see Trustee Tool B: Library System Map and Contact Information)

Division for Libraries, Technology, and Community Learning staff (see Trustee Tool C for contact information)

Trustee Essential #19: Library Director Certification

Certification Manual for Wisconsin Public Library Directors, Including Appendix C–Library Board Responsibilities and Certification.

Trustee Tool A: Important State and Federal Laws Pertaining to Public Library Operations

ADA "Access Guide," Cornell University, School of Industrial and Labor Relations at http://www.ilr.cornell.edu/ped/accessforall/index.htm?page=map

Great Lakes DBTAC (Disability and Business Technical Assistance Center), University of Illinois/Chicago, Department on Disability & Human Development, 1640 West Roosevelt Road, Chicago, IL 60608, (800) 949-4232, http://www.adagreatlakes.org

Your municipal or county personnel staff and attorney.

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Trustee Essentials: A Handbook for Wisconsin Public Library Trustees was prepared by the DLTCL with the assistance of the Trustee Handbook Revision Task Force. Copyright 2002 Wisconsin Department of Public Instruction. Duplication and distribution for not-for-profit purposes permitted with this copyright notice. This publication is also available at http://dpi.wi.gov/pld/handbook.html.

posted January 2, 2002

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Sample Job Description

[Note: This is an example of a director’s job description for a small public library. The job description for your library director should reflect local needs. See Trustee Essential #5: Hiring a Library Director for more information.]

Job Title: Library Director

Job Summary: Under the direct supervision of the public library board of trustees, the library director is responsible for the operations of the library and the development and implementation of its service program, including: (A) assisting the board with long-range planning and policy development, and managing all library resources, including human resources; (B) organizing the acquisitions, access, storage, and control of collections; (C) designing and implementing services and programs for users of all ages; and (D) overseeing the maintenance and safety of the physical plant. The library director hires and supervises all assistants, substitutes, and volunteers who work in the library.

I. Specific Responsibilities

[Note: Priorities can be assigned to specific responsibilities or areas of responsibility, usually as priority A, B, or C, to help the employee manage time and address the board’s most pressing concerns when the work load exceeds the available hours during certain periods of the year.]

Administrative Services:

Serve as the library’s executive officer.
Serve as the technical adviser to the board.
Implement the policies of the library as established by the board.
Prepare the draft of the annual library budget for board discussion and approval.
Participate in the presentation of the adopted budget to local officials.
Receive and expend library funds according to established guidelines, and maintain accurate and up-to-date records showing the status of library finances.
Recruit, select, hire, supervise, evaluate, and terminate if necessary, library staff in conformity with library policy and state and federal law (and any applicable local civil service regulations and/or union contracts).
Prepare library board meeting agendas and necessary reports in cooperation with the library board president, and notify board members of scheduled meetings.
Prepare state annual report for review and approval by the library board.
Inform and advise the library board as to local, regional, state, and national developments in the library field, and work to maintain communication with other area libraries and the library system.

Collection Management:

Select or direct the selection of materials for all media and all age groups, based on the library’s approved collection development policy.
Catalog and classify library materials according to accepted standards and maintain the public catalog.
Process materials to provide appeal, protection, and control.
Develop and maintain a regular weeding schedule.
Periodically review the collection development policy and make recommendations to the library board for revisions.
Oversee the shelving and organization of materials.
Prepare and distribute overdue notices to users with overdue or lost materials.
Maintain an accurate and up-to-date database of user registrations and activities, including information adequate to support reimbursement requests for nonresident borrowing.

Service and Service Promotion:

Develop and execute an array of service programs to address the various needs of users and to make the library more accessible to all. These might include: preparation and dissemination of bibliographies of popular topics and genre collections; tours of the library for school, daycare, and homeschooling groups; inclusion of interesting displays of an educational or cultural nature; presentations to local organizations or groups on the benefits offered by the library; provision of storytime sessions for small children, and teen and adult book discussion sessions; support of a summer reading program; acquisition of special materials and provision of accommodations to encourage use of the library by individuals with special needs; development of a homebound service for residents unable to visit the library.
Provide friendly and efficient direct assistance to users checking out materials, requesting directional or community information, or seeking materials or information on specific topics.
Prepare news releases and submissions to the media to announce new or special services and events that spotlight the library.
Assist and guide local volunteer groups (e.g., library friends) who wish to help with library promotion, fundraising, and enhancement of services.
Prepare grant applications, when grant opportunities are offered, in order to supplement local funding of library operations and development.
Maintain records showing all programs offered and number of attendees at each program.
Continually investigate the value, costs, and logistics of adding library services, new media, and new technologies in order to keep the library current and proactive in its service provision to the public.
Conduct ongoing evaluations of existing library programs, services, policies, and procedures, and submit recommendations for improvements to the library board.

Facilities Management:

Oversee care and maintenance of the library building and grounds.
Oversee the work of custodial staff.
Regularly review building needs and advise the board in its planning for future expansion or development.
Assess the adequacy of existing facilities in regard to the provision of automated services.

II. Essential Functions and Knowledge

Excellent interpersonal skills
Ability to effectively communicate ideas and information in both verbal and written form
Ability to work with governing boards, community groups and elected officials, and make presentations to them
Knowledge of public library philosophy, principles, and procedures which will allow effective recommendations to the board and sound decision making when faced with a wide range of circumstances
Ability to supervise staff and volunteers and delegate responsibility in an effective manner
Ability to read and comprehend print information, including technical, statistical, and financial information
Ability to locate and retrieve library materials in a variety of formats throughout the building, as well as from remote locations through networks including the Internet
Ability to assist patrons with location and retrieval of materials or information by title, subject, and interest of library patrons
Knowledge and ability to perform basic computer operations and troubleshoot problems, and to manage an automated circulation system and access external data bases
Ability to understand and implement instructions and directions
Ability to establish and maintain proper priorities and meet deadlines
Ability to work within a confidential environment
Ability to produce and maintain accurate files and reports
Ability to use and manage office equipment including a telephone system, fax machine, copier, and security systems
Ability to lift up to 40 pounds on a frequent basis (e.g. to retrieve books from outside book drop box, unload crates of interlibrary loan materials, accept delivery shipments of new library materials and supplies, pack and store materials for book sales, shovel snow and assist patrons with building evacuation in an emergency)
Knowledge and ability to type, sort and file
Ability to work hours and assignments as required by the library board

III. Required Education, Experience and Certification

Bachelors degree from a liberal arts program
Grade 3 Wisconsin Public Librarian Certification (Grade 2 if population over 3,000 Grade 1 if population over 6,000) or eligibility for required certification
Maintenance of required Certification through necessary coursework and/or qualifying continuing education
Three years of progressively responsible public library experience, or five years of experience in a service institution with comparable demands and responsibilities (i.e., staff supervision, working directly with the public, working with governing boards or bodies)

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posted January 2, 2002

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For questions about this information, contact John K. DeBacher (608) 266-7270

Last updated on 2/25/2008 12:51:13 PM