Special Librarian Templates

Looking for Special Librarian Templates to download? See the main templates that a Special Librarian would use in their day-to-day work.

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Special Librarian Templates

There is a huge number of templates that someone in the Special Librarian role uses in their daily work. In this article, we’ll outline the main templates they use.

Documents & Spreadsheets

These templates are some of the most commonly used templates by a Special Librarian. Documents are often built in tools like Word, Google Docs, Notion & others while spreadsheets are often built in Excel, Google Sheets, Airtable & others.

1. Monthly Budget Spreadsheet
2. Collection Development Plan
3. Library Program Evaluation Form
4. Monthly Staff Schedule
5. Annual Report Template
6. Library Newsletter Template
7. Library Event Planning Checklist
8. Library User Survey Template
9. Library Policy and Procedure Manual
10. Library Strategic Plan Template


Reports are often prepared by a Special Librarian to track business performance for themselves or for their management team. They can be created in a variety of tools and can be static or dynamic templates.

1. Monthly Acquisition Report
2. Circulation Statistics Report
3. Reference Services Report
4. Interlibrary Loan Report
5. Collection Development Report
6. User Satisfaction Survey Report
7. Database Usage Report
8. Library Program Attendance Report
9. Financial Expenditure Report
10. Staff Training and Development Report


At the heart of businesses with solid systems and processes are SOPs (standard operating procedures). These should be living documents that outline what a Special Librarian does and how they do it.

1. Acquisition and Cataloging SOP
2. Reference and Research SOP
3. Collection Development SOP
4. Interlibrary Loan SOP
5. Library Instruction SOP
6. Digital Resource Management SOP
7. Preservation and Conservation SOP
8. Library Outreach SOP
9. Library Technology Management SOP
10. Library Policy and Procedure SOP


Special Librarian presentations can be delivered either to internal or external stakeholders. Often created in tools like PowerPoint, Google Slides, Canva, Adobe or others, they are important for visually communicating important business information.

1. Monthly Budget Report
2. Collection Development Plan
3. User Satisfaction Survey Results
4. Staff Training and Development Plan
5. Annual Report

Legal Docs

There are several key times when a Special Librarian needs to create and complete legal documents. By using templates set up as documents, signable PDFs or esignature software templates, they can speed up this process.

1. Non-Disclosure Agreement Template
2. Copyright Permission Request Template
3. Library Patron Agreement Template
4. Interlibrary Loan Agreement Template
5. Digital Content License Agreement Template

Health & Safety Templates

Health & Safety templates for a Special Librarian ensure that the correct forms are completed to protect from harm and record any incidents at work.

1. Incident Report Template
2. Emergency Evacuation Plan Template
3. Risk Assessment Template
4. Safety Inspection Checklist Template
5. Staff Training Record Template


Setting up Special Librarian calendars ensures that they can visually see what’s coming up and plan events successfully.

1. Monthly Staff Meeting Calendar
2. Program and Event Calendar
3. Collection Development Calendar
4. Reference and Research Calendar
5. Outreach and Community Engagement Calendar

Invoice Templates

Several types of Special Librarian invoice templates can be used and these are generally set up as Word docs, PDFs or accounting software templates.

1. Monthly Subscription Invoice
2. Interlibrary Loan Invoice
3. Database Access Invoice
4. Photocopying and Printing Invoice
5. Research Services Invoice

Survey Templates

For a Special Librarian to get insights related to the work they do, they need to send out Special Librarian surveys. These templates can be set up as documents, fillable PDFs or survey software templates.

1. User Satisfaction Survey
2. Collection Evaluation Survey
3. Information Needs Assessment Survey
4. Program Evaluation Survey
5. Library Services Feedback Survey

Meeting Agendas

Having premade Special Librarian meeting agenda and meeting notes templates can save time and ensure you run efficient meetings. They are usually set up in tools like Word, Google Docs, Notion & others.

1. Monthly Staff Meeting
2. Collection Development Meeting
3. Reference Services Meeting
4. Outreach and Programming Meeting
5. Budget and Finance Meeting

Budget Templates

To manage finances well, a Special Librarian would need to have budget templates they can used on a monthly, quarterly and yearly basis.

1. Monthly Operating Budget Template
2. Staffing Budget Template
3. Collection Development Budget Template
4. Program and Events Budget Template
5. Facilities and Maintenance Budget Template


Dashboards are a useful way for a Special Librarian to monitor business performance and they can be set up as static documents or dynamic online documents/views.

1. Collection Development Dashboard
2. Patron Usage Dashboard
3. Budget and Expenditure Dashboard
4. Resource Utilization Dashboard
5. Staff Performance Dashboard

Proposal Templates

For bidding or requesting work, a Special Librarian needs a boilerplate proposal template that they can use over and over again. These templates can be set up as documents, fillable PDFs or proposal software templates.

1. Monthly Budget Proposal
2. Collection Development Proposal
3. Technology Upgrade Proposal
4. Staff Training Proposal
5. Outreach Program Proposal

Get Your Template Made

We’ve brought together some of the best template builders in the world to help people like you get your templates built. We’ve seen that using a solid set of templates in business will help you streamline your systems and processes. Whether you’d like your Special Librarian templates built in Word, Google Docs, Excel, Google Sheets, PDF, Notion, Airtable, Canva, PowerPoint or other software, we’re here to help. Request your template and we’ll get your request in the hands of a 3D Animator Template designer.

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