Frequently Asked Questions
Frequently Asked Questions
Questions and Answers for Indiana Public Libraries
(Chapters cited are from Indiana Public Librarian's New Director's Survival Guide)
Important Phone Numbers:
Department of Local Government Finance - 317-232-3773
Library Development Office - 800-451-6028
State Board of Accounts - 317-232-2521
1. What are the services provided by State Library, ILF and INCOLSA including INCOLSA Wheels?
A.B.
C. INCOLSA
D. INSPIRE
2. What is the Indiana law pertaining to libraries?
3. What are the certification requirements?
4. Is staff certification required?
No, staff certification is not required. The Indiana Library and Historical Board recommended years ago to only require library directors to meet certification laws. A library board can use the recommended levels of certification as a wage scale. Some of the larger libraries do this.
5. What are all the manuals that public library directors need?
6. What are the duties of the director and library board?
7. What annual reports are required to be completed?
8. What are Public Library Standards?
9. What is the ALA Planning Process?
10. What are the timetables for public libraries to follow?
11. Where can I find copies of the forms I am required to use?
12. What is the budget process and the fiscal preparation needed for it?
13. How do I go about learning the information required on the bookkeeping ledgers?
14. Am I required to have a technology plan?
15. What are the policies/plans required by law?
16. What are the grants that are available to libraries?
17. How can a new library facility be funded?
18. Information about the library as a foundation.
19. What is available for technology funding?
In the past there have been grants available through LSTA for technology. For the 2002-03 funding year these funds have had to be reallocated to help cover the shortfall in INSPIRE & Internet line funding. Technology grants will be resumed once stable funding is achieved for INSPIRE and Internet access.
20. Are Library Board by-laws needed?
All library boards need a set of library board by-laws.
21. How does a director get board members to take active roles in planning and participating in library projects?
Be positive. Get board members to buy into planning. As ideas are mentioned and discussed, ask the board member who seems most interested or suggested something in particular to chair a committee to develop that plan or policy. Be sure to use people from the community, staff, Friends of the Library group, teachers, etc. on the committee with the board member. It is always good to get the ideas of a wide range of the community. Be positive. Get the board excited. Brainstorm, but don't run a topic into the ground. Be positive. Your excitement can be contagious. Serve food.
22. How can the Library Capital Projects Fund (LCPF) be used?
23. How does one do the bookkeeping of a Library Capital Projects Fund?
The LCPF is set up as a separate ledger account using the same format as a gift fund 3 column received, disbursed, and balance. If more detail is wanted, a separate hand or computer ledger with columns for each LCPF line item can be set up in the same format as the Library Financial and Appropriation Record. A sample of the Library Financial and Appropriation Record can be found in the Appendix (A-14) of the Accounting and Uniform Compliance Guidelines Manual for Libraries.
24. How do libraries give raises in Indiana - cost of living or merit?
Raises are given according to the policy the library board has set. Some libraries set a range-low to high- for each job description, some give cost of living, some use the 5% maximum levy limitation as the deciding factor. The library board ultimately will make the decision about salaries. They may request the director to give recommendations for staff raises, but the library board will make the final decision on all salaries.
25. How do staff, library director, and library board establish respect for each other?
Respect has to be earned. Be positive. Find something good to say about each staff member and board member. Personally brag to each staff member about their accomplishments, even small ones. Have a positive attitude. When there is a problem, involve the person in the choice of solutions. Empower each person to strive to do their best each day. Be positive.
26. How should excessive time off be handled?
The best way to deal with excessive time off is to have a policy in place stating exactly how time off should be used. If the policy is not followed, then a reprimand can be given with a warning and written documentation placed in the staff member's personnel file. If it is still not adhered to after the last warning, the grounds for dismissal are in order.
27. What are good sources for learning more about employment practices, workers rights, etc.?
28. Where can I find information about workmen's compensation?
29. Where can I get information to help with staff salary preparation?
30. What are some strategies for working with the library board on salaries to get them set at a good level?
One of the best strategies is to get a sampling of the libraries in the same population or assessed valuation. Give the library board copies of this, showing where in the ranking your library falls.
Some libraries call the school system in the library district to see what the salary ranking is for years of experience with the appropriate degree. Library staff salaries are then set according to the same rankings as the school system.
31. How do I handle staffing problems?
If the staffing problem is related to something the staff is doing that is unacceptable, make sure the library board has a policy in place to address the problem. Going over the policy in a staff meeting would remind the staff member of the policy without it being directed to a particular staff member.
If the staffing problem is trying to work a schedule where there's enough staff to operate the building effectively, the need for more staff should be given to the library board. The library board needs to set job descriptions and salary ranges before applications can be solicited and the position filled.
Indiana is an at-will employment state. The general rule, which has been a long-standing principle of employment in America, is that an employment relationship for no specific duration (no contract has been signed for a set period of time) may be terminated at any time at the will of either the employer or the employee for any reason or for no reason at all. Under this rule, the reason for terminating an at-will employment relationship does not matter. Whether the reason was unfair, immoral or just plain unfair is of no consequence.
32. What is interlibrary loan (ILL)?
33. What is the length of time information needs to be kept?
34. Can I get a copy of an RFP?
To see samples of RFP's, please call Library Development Office. Samples can be sent to you by interlibrary loan.
35. How do I deal with sales calls?
The best way to deal with sales calls is to have a policy in place and quote the policy. It may take several times of telling a sales person this, but in time it should work. The library board needs to set the policy for all staff to follow. The way to handle sales calls will vary from library to library.
In the meantime, you could politely ask the sales person to mail you their information and if you are interested you will contact them by telephone or fax to set up an appointment to see their product or to place an order. Be firm, but polite and persistent with your policy.
36. Where can I find information about Public Employees' Retirement Fund (PERF)?
Also, Indiana Codes 5-10.2, 5-10.3, and Title 35 of the Indiana Administrative Code.
37. Bookkeeping and Payroll
Library Development Office can answer most general questions about bookkeeping and payroll. However, if bookkeeping training is needed, State Board of Accounts will need to be contacted to see if a Field Representative can meet with the library director and give detailed instructions about the procedure to follow to do the actual entries on all the different kinds of forms that are used in library bookkeeping.
Library Development Office has a handout of Library Mentors. Most of the people on the list are bookkeepers, directors, and business managers. They are willing to answer questions and provide some short term help.
Rev. 9/04
e-mail: ldo@statelib.lib.in.us
- "Hoosier" What does it mean?
- What is the Federal Poverty Level when applying for public assistance programs?
- What is the State Bird of Indiana?
- How do I access Indiana’s Virtual Library?
- How do I research my family history?
- Where is the location and hours of operations of the Indiana State Library?
- How do I obtain a State Library borrower’s card?
- Where can I find current and historical statistics, demographics, and Census inf...
