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Natural Disaster & Emergency Closing Policies
Natural disaster and emergency closing policies establish the framework for ensuring the safety of staff and patrons, protecting library collections, and promoting clear, consistent decision-making during crises. These policies determine who has the authority to close or delay operations, set the conditions under which such decisions may be made, and outline expectations for communication with staff, patrons, and community partners.
They also affirm the library’s commitment to safeguarding property, coordinating with local emergency management, and minimizing legal or operational risks. By emphasizing preparedness, accountability, and transparency, these policies support an effective crisis response, facilitate timely recovery, and strengthen public confidence in the library’s commitment to safety and continuity of service.
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Self-Audit
Consider the following questions when drafting or updating your library’s natural disaster and emergency closing policy.
- Does your policy clearly convey the library's commitment to protecting staff, patrons, and library property, while ensuring consistent and safe decision-making during emergencies?
- What locations and operations are covered? Should the policy include branches, mobile units, outreach programs, and any off-site services?
- Who has the authority to make decisions regarding closure, delayed openings, or early dismissals, and under what circumstances? Does the policy specify the chain of command if the primary decision-maker is unavailable?
- What factors are used to determine when it is appropriate to close, delay, or reopen the library? Do these align with local emergency management guidance?
- What types of emergencies are included? Does the policy address natural disasters, severe weather, utility failures, fires, chemical spills, public health emergencies, and security threats?
- Is your library designated as a warming or cooling space or an emergency shelter during weather-related emergencies?
- How and when are the staff, library board, patrons, delivery services, partner agencies, and public notified of closures or delays? What communication channels will be used (e.g., email, text alerts, social media, website, local media)?
- What are the expectations for staff? Does the policy include expectations regarding employee attendance, remote work, and compensation during emergency closures or limited operations?
- How is coordination with municipal or county emergency management agencies ensured?
- Is the policy easy for patrons to understand? Is it written in ‘plain language’?
Key points to include in your natural disaster and emergency closing policy
- Types of disasters and/or emergencies covered, including specific criteria when applicable
- Authority to act
- Communication with the library board, library staff, and the public
- Staff expectations
- Reopening criteria
- Coordination with local government or emergency services
Sample Policies
You can review sample natural disaster and emergency closing policies to help you with your own policy draft or revision. Visit the Public Library Policy Resources WISELearn Group to discuss the topic, and consider uploading your library’s policy for discussion or as another example for the library community to learn from.
Related Procedures
You may need to develop related procedures to ensure staff are prepared to respond effectively during and after an emergency. Related procedures might include:
- Safety and evacuation procedures – Identify evacuation routes, shelter-in-place areas, first aid and safety equipment locations, and protocols for assisting patrons with disabilities or other access needs.
- Emergency closing procedures – Outlining how closure decisions are communicated, how library facilities and collections are secured, how staff and patrons are notified, and how issues such as due dates and material returns are addressed.
- Reopening procedures – Establishing criteria and steps for assessing building safety, restoring systems and services, notifying staff and the public, and resuming normal operations.
- Communication procedures – Detailing internal and external communication protocols, including who communicates what information, through which channels, and at what stages.
- Training and review procedures – Ensuring staff are regularly trained on emergency plans and safety equipment and annual drills are conducted.
Related Policies
The following topics might be included in your natural disaster and emergency closing policy or may be presented in separate policies depending on your library’s needs:
- Personnel or Leave policies: What are the expectations of staff when the library is closed due to an emergency or weather issues? Points to consider include utilizing remote work options, rescheduling lost hours, utilizing PTO or unpaid leave, and pay expectations of scheduled employees.
- Communication
- Building Access or Security
- Health and Safety
- Inclement Weather
- Emergency Preparedness or Disaster Response Plan: If your library is designated as a warming or cooling space during temperature extremes or as an emergency shelter during a disaster, will those obligations affect your library closure policy? Do you have an emergency communications plan in place to coordinate with local police, fire, EMS, or other emergency services personnel?
- Epidemic/Pandemic Policy
What’s next?
In December, our Policy of the Month club will focus on Public Records. Visit the Public Library Policy WISELearn group to share your policies for discussion!
Join Policy of the Month Club
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Questions or suggestions?
Reach out to any member of the Policy of the Month team:
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