When to Get Rid of a Policy

Is there such a thing as too many policies? How many is enough? The answers to these questions vary by institution and depend on the type of college, how many students attend, whether research is conducted, how many campuses make up the university, and what fields of study are offered. A commonality among all institutions, regardless of demographics, is the purpose policies serve. Some policies fulfill a legal, accrediting, or agency requirement, which means they need to remain in your library for as long as the requirement is in place. Other policies provide consistency in the way a particular issue is managed or addressed across the institution. Policies that fit this description help the college/university community know what to expect, regardless of their role. Lastly, policies may be used to manage enterprise-wide risks or operational efficiencies. When you need to get everyone on the same page, a policy can serve as the source document for stipulating conditions, limitations, and authority for making decisions.

Policies are meant to be read and used. A library that has so many policies that the common user doesn’t know where to start is not very useful. When a policy is read only by the office that wrote it, the message isn’t conveyed to the people who need it.

Most policy programs include a review cycle every three to five years to ensure that policies stay current. Consider including the option to eliminate a policy as part of that review. A few reasons that may warrant the withdrawal of a policy include:

1. A history of making exceptions to the policy;
2. Provisions that are tied to the availability of funds, meaning that individual offices and departments choose whether or not to utilize the policy;
3. Stipulations that are optional;
4. Requirements that are not value-added, and may go so far as to present an administrative burden; or
5. Conditions that are contrary to your institution’s culture and/or mission.

When you come across a policy that meets one or more of the above, it may mean that the policy needs to be reworked. For example, eligibility requirements may need to be changed or some of the limitations may need to be lifted. But it might also mean that you don’t need the policy at all. Don’t be afraid to toss it out.