University of West Georgia
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POLICIES
I. Purpose Statement ………………………………………………………………….... 6-9
1. Name and demographics of system and school …………………….……….... 6
2. Ducky County Media Program Philosophy ………………………………... 7-8
3. Ducky County and Chickahooche High School Mission statements ……… 9
II. Public Relations / Marketing Guidelines …………………………………………… 10-12
III. Selection Criteria Policy ……………………………………………………………………..13-15
1. Statement of Philosophy ……………………………………………………… 13
2. Objectives ……………………………………………………………………..13
3. Responsibility for Selection …………………………………………………..14
4. Print and Non-Print Materials …………………………………………………..14
5. Equipment……………………………………..………………………………………………..16
IV. Reconsideration of Materials Policy ……………………………………………….16
V. Media Services Policies …………………………………………………………...17-20
1. Operation ……………………………………………………………………. 17
2. Circulation ……………………………………………………………………17
3. Overdue Books ……………………………………………………………….18
4. Damaged Books ……………………………………………………………...18
5. Lost Books ……………………………………………………………………18
6. Video ………………………………………………………………………....18
7. Inventory ……………………………………………………………………...19
8. Weeding ……………………………………………...………………………19
9. Mending and Repairing ………………………………………………………20
VI. Definition and Scope of Technical Services ……………………………………….21
VII. Copyright ………………………………………………………………………….. 23-24
VIII. Leadership and Professional Growth …………………………………………….. 25
IX. Interlibrary Loan …………………………………………………………………... 26-27
X. Donated Materials Policy ………………………………………………………….. 28
PROCEDURES
I. Collection Management ……………………………………………………………29-36
1. Consideration File …………………………………………………………..29-30
2. Ordering Procedures ………………………………………………………...30-31
3. Selection of Book, Non-book, and Equipment ………………..31-32
4. Receiving Procedures ……………………………………………………..…33
5. Periodical / Newspaper Control ……………………………….…33-34
6. Repair and Mending ……………………………………………………….…34-36
II. Technical Services ……………………………………………………………………….37-46
1. Circulation Procedures …………………………………………………….…37-39
2. Overdue Procedures …………………………………………………….…..…39
3. Damaged Books Procedures ………………………………………………40
4. Lost Books Procedures ……………………………………………………....41
5. Cataloging Procedures ………………………………………………………. 41-42
6. Tools Necessary for Cataloging ……………………………………....42
7. Video Media Procedures………………………………………………………43
8. Inventory Procedures…………………………………………………………..43-44
9. Library Advocacy Program…………………………………………………..45-46
III. Circulation and Cataloging Procedures: Qwik Start Guide ……………………
(Table of Contents – Pages will be numbered from 1 for MEDT 6468)
1. In the Beginning …………………………………………………………….
2. Online Patron Access Catalog ………………………………………………
3. Cataloging ……………………………………………………………………
4. Circulating Materials & Interlibrary Loans ………………………………….
5. Reports and Utilities …………………………………………………………
6. General Troubleshooting Tips ……………………………………………….
IV. Collaboration Resources ……………………………………………………………60-64
1. Interlibrary Loan Procedures ………………………………………………..60
2. Reconsideration of Materials Procedures ……………………………61-63
3. Scheduling of LMC (Labs, etc.) ……………………………………….……63-65
4. Paraprofessionals and Volunteers Duties …………………………………..66-67
V. Floor Plans, Maps, Diagrams
APPENDICES (Page 68)
A. Important School/Media Center Dates…………………………………………….69
B. Video Request Form…………………………………………………………………….………….70
C. ALA’s Library Bill of Rights……………………………………………………….………….71
D. Interlibrary Loan Form ……………………………….…………………………….………….72
E. Professional Development Association Contact Info………………….…….73
F. Media Center Floor Plan ………………………………………………….……………….74-75
G. Instructional Materials Appeal Form.………………………….……………………..76
H. Sample Purchase Order………………………………………………….……………….77-78
B. Pathfinders (MEDT 6464)
C. In-Service / Staff Development (MEDT 7461 and MEDT 6467)
D. Video (MEDT 6467)
1. Video Streaming and GPB Educational Resources
2. Video Distribution
3. Video Request Form
E. Tips for Stakeholders (MEDT 6461)
F. Sample MARC Records (MEDT 6468)
G. Ordering Procedures Lists (MEDT 6465 and MEDT 6467)
1. Websites
2. Companies
3. Services/Jobbers/Supply Houses
H. Consideration File Request for Purchase Forms for Teacher and Student
I. Copyright
J. Overdue Notice Form
K. Collaboration Form
L. Student Release Form
M. Order Form
REFERENCES (Page 69)
Purpose Statement
Demographics:
Chickahoochee High School is an established high school located in northeastern Ducky County. It is one of 16 high schools operating in the county in addition to 68 elementary schools, 25 middle schools, and an alternative school. Ducky County is ranked among top 100 wealthiest counties in the nation. The projected enrollment for the 2008-2009 school year is over 107,000 students.
Chickahoochee High School opened its doors in 1965 to ninth, tenth, eleventh and twelfth grade students. Current enrollment numbers 1,920 students. Forty-Four percent of those are white, 35% are black, 9% are Hispanic, 7% are Asian, and 5% are interracial. Of those 1920 students, 998 are male and 922 are female. Twenty-six percent of the students are eligible for free or reduced lunch and twelve percent of the students are in the special education program. Currently, there are 121 certified faculty members and seven full-time administrators whose collective passion is teaching and motivating students. (Cobb County School District, n.d.). The Chickahoochee High School media center adheres to the policies and procedures set forth by Ducky County.
Ducky County Media Program Philosophy
Our philosophy for the Media Center will focus on the integration of library media instruction with classroom learning. Instruction will be designed to teach literacy and information skills that meet all instructional areas. Our collection will be chosen with care to reflect the needs of all students and staff. Our collection will provide an abundance of quality resources in all formats to meet a wide range of learner abilities, developmental levels, and modalities. (Clayton County Schools Board Policy Manual, 2008).
Ducky County Media Program Mission Statement
Media specialists in Ducky County have accepted the responsibility of providing to students access to all forms of information, whether in print format or via technology, and the materials necessary to complete the curricula goals of the school system. In addition to resources, students are provided with expert guidance and instruction in finding requisite materials, utilization of the information they gather, and improving the quality of their lives through instilling the zeal to become life-long learners. Specifically, the mission of the Ducky County Media program is:
➢ To provide services and materials in adequate quantity and quality to meet the objectives of the total education program.
➢ To select media professionals who are knowledgeable of the many formats of media and who understand the function of the materials in teaching concepts of the curriculum.
➢ To encourage the media staff to become active members of the instructional team by planning with the teachers media skills which are related to the instructional program.
➢ To continually evaluate the materials and services of the media program for the purpose of identifying the strengths and weaknesses of the program.
➢ To continually evaluate and revise the media program reflecting current trends and technology.
➢ To provide materials which will help students develop critical reading and thinking skills.
➢ To provide materials which will develop in students a greater appreciation for literature and the fine arts.
➢ To aid students in acquiring skills for accessing information and using this information in all components of the curriculum.
(Clayton County Media Services Mission Statement, 2008)
Chickahoochee High School Media Center Mission Statement
The mission of the Chickahoochee High School media program is to provide resources and services that are valuable and meet the curricular and instructional needs of the school community as a whole. It is our intent to support the instructional goals of the Ducky County School System. Our program is designed to provide resources in all formats to meet the informational needs of all students. We will ensure that students and staff are effective users of information and ideas, and will continuously promote the idea of everyone becoming lifelong readers and learners.
This mission is accomplished by:
➢ allowing for intellectual and physical access to materials in all formats.
➢ providing instruction to foster competence and stimulate interest in reading, viewing, and using information and ideas.
➢ working with other educators to design learning strategies to meet
individual needs of students. (Lithonia High School Media Program, n.d.)
Public Relations/Marketing
The purpose of public relations is to build a positive image of the library, its staff, and its services. It is the creation of good will between the library, the schools, and the community. An effective public relation is based on good communication whether it is through personal contact, media coverage, displays, or publications. (Idaho School Librarian’s Information Manual, n.d.) The Ducky County School system encourages its Schools and Media Specialists to promote their library media center with a variety of activities and events. We encourage the community to tour our school media centers by offering a parent orientation night at the beginning of each school year.
Other activities may include but are not limited to:
• Book fair
• Senior Boards
• E-Newsletter
• Website & Blog
Library Volunteer Duties:
There are many volunteer opportunities in the Ducky School System Library. Not only do our collection items need service, so do the many patrons who use our facilities.
Volunteers help to supplement the public relations of a library by their direct and personal involvement. They are also an excellent liaison to the community. Their help in promoting and presenting programs and services also market the library to the public.
The following list includes examples of what our volunteers do:
• Assist the SLMC with preparation for various programs for patrons
• Help process new items to be shelved for the first time
• Conduct tours of the Chickahoochee High School Library
• "Read" shelves to be sure all items are in proper order
• Shelve books
• Prepare bulletin boards or arrange displays in the media center
• Serve at special events
• Guide patrons doing research
(Greenville County Library System, 2008)
Preparation for Book Fair
The Ducky School System Book Fair features a special mix of high-interest, age-appropriate books and exclusive titles designed to help kids reconnect with books at a time when many have closed the door on reading.
The Fair also offers a unique selection of products that appeal to students:
|• |Bestsellers, award-winners, classics, and new releases |
|• |Table assortments in popular categories, such as “Cool Stuff” |
|• |Software and activities this age group loves |
|• |Exclusive posters and stickers |
|• |School supplies, stationery, journals, and sketchbooks |
Ducky County School System Media Advocacy Program
Position Statement on the Value of Library Media Programs in Education
School library media specialists are an integral part of the total educational team, which prepares students to become responsible citizens in a changing global society. Library media specialists are leaders in carrying out the school's instructional program through their separate but overlapping roles of information specialist, teacher and instructional consultant.
The Ducky County School System is committed to the development and improvement of strong library media programs in all schools. The ability to locate and use information in solving problems, expanding ideas and becoming informed citizens depends on access to adequate library media facilities, appropriate resources and qualified personnel.
The Library Cooperative Advocacy Plan
The Ducky School System Library Cooperative is organized under P.A. 89 of 1977 and is one of thirteen cooperative libraries in the state. The cooperative provides services to its members including: continuing education for staff, delivery, union catalog for Interlibrary Loan, programming and technology upgrade programs.
Purpose:
The purpose of this plan is to have a directed approach to advocacy that will help government leaders at all levels to know and understand the pivotal role that libraries play in building a healthy and vital community, as well as assisting library trustees, staff, volunteers, and friends with effective advocacy communications.
Selection Criteria Policy
Statement of Philosophy
The Ducky County School Board, through its professional staff, is committed to facilitating information literacy by selecting materials that support the curriculum as well as the personal and professional interests of all media center patrons. There should be a logical, efficient and organized development of a balanced library media collection which contains materials appropriate to grade level and correlates with the curriculum standards. The library media center should provide materials for students with a wide range of skills and abilities in a variety of formats, representing a global perspective and different points of view. Additionally, the Ducky County School District Board protects the students’ rights to access information to read, listen, view, and evaluate under the American Library Association’s (ALA) Library Bill of Rights (Appendices p. 67) (Bishop, 2007, p. 42).
Objectives
Chickahoochee High School supports the Ducky County School Board’s philosophy through the execution the following goals and objectives:
➢ To make accessible to all media patrons a collection which contains materials appropriate to grade level and that will sustain, enhance, and supplement the curriculum.
➢ To provide a wide range of materials that are representative of the points of view of the religious, cultural, ethnic, and social groupings within the community.
➢ To position standards above personal view or opinion in order to assure a collection that is suitable to the school community.
➢ To make available materials in a large variety of formats, including books, online databases, videos, and equipment, to support the student’s learning needs.
(Bishop, 2007, p. 43)
Responsibility for Selection
The final legal accountability for all materials selection belongs to the Ducky County School Board. The board entrusts each school’s certified library media specialist(s), who are well trained in material selection, with the responsibility of purchasing (Bishop, 2007, p. 43). The school and the Library Media/Technology Committee shall also be involved in the selection process by making recommendations and decisions for the improvement of the media program. This committee shall include at least one representative from each of the following: administrators, teachers, students and community members. The final decision for selection of instructional media and equipment is the responsibility of the library media specialist(s) and the school’s principal (Keeton & White, n.d., p. 9).
Print and Non-print Materials
The following selection criteria will be used in the consideration for the purchase of print and non-print materials (including videos):
• Curriculum standards and goals of the instructional program
• Needs assessed from the faculty, students and parents
• Relevance, timeliness and/or permanence
• Overall function and prospective use
• Quality of the writing
• Readability, watchability and/or popular appeal
• Authority or influence
• Reputation and importance of author/editor/artist
• Reputation of publisher/producer/director/distributor
• Format
• Cost
(Keeton & White, n.d., p. 9)
Equipment
The library media specialist, considering the recommendation of the local school Library Media/Technology Committee, will select equipment to meet the needs of and support the instructional curriculum. When questions arise concerning the purchase of equipment, discussion between the library media specialist(s) and the Department of Educational Media and/or the Instructional Technology Department will help to ensure a quality selection. Purchases of computer equipment and software to be loaded on the Ducky County School System network must be approved through the proper request procedures. The principal must approve all selections for purchase. The following criteria will be used for selection of equipment:
• Need (new or replacement)
• Quality
• Durability
• Ease of operation
• Ease of maintenance
• Cost
• Warranty
• Reputation of manufacturer
• Reputation of vendor
• Software availability
• Safety, design, versatility, compatibility
(Keeton & White, n.d., p. 10)
Reconsideration of Materials Policy
The Ducky County School District respects the right of an individual to make independent decisions about reading materials. Further, our school district acknowledges the right of parents/guardians and other citizens to be involved in the library media programs of the schools and the use of supplementary materials and to raise questions through established procedures when materials appear inappropriate for public school use.
(Cobb County School District, n.d.).
Occasionally objections to instructional materials will be made, despite the fact that the individuals selecting such material were duly qualified to make the selection, followed proper procedure and observed the criteria for selecting such material. Our school district supports the principles of intellectual freedom supported by the First Amendment to the United States Constitution - “Congress shall make no law respecting an establishment of religion, or prohibiting the free exercise thereof; or abridging the freedom of speech, or of the press; or the right of the people peaceable to assemble, and to petition the Government for a redress of grievances,”. We also support the American Library Association’s statements on the Library Bill of Rights (included in the Appendix) and the Freedom to Read statement (
statementspols/ftrstatement/freedomreadstatement.cfm). When materials are questioned, the principles of intellectual freedom, the right to access of materials, as well as the integrity and honor of the professional library staff will be defended.
To formally challenge learning resources used in the district’s educational program on the basis of appropriateness, a person must be a resident or employee of the Ducky County School District. This policy is for the purpose of considering the opinions of those persons in the schools and in the community who are not directly involved in the selection process. Parents do not have the right to determine reading, viewing, or listening materials for any students other than their own children.
(Workbook for Policy Writing, n.d.)
Media Services Policies
Operation
The Chickahoochee High School media center operates under a flexible schedule. Individual classroom teachers must schedule a block of time with the media specialist in advance. Together, they will design a collaborative lesson plan which will be presented in to the class in the media center. When an entire class is involved in a lesson, teachers are asked to remain in the media center to help facilitate the collaborative lesson plan. The media center is open from 7:30am until 4:00pm. Students are welcome to the media center all day, but we believe that instruction should take first priority. Students are encouraged to use the media center before school (7:30-8:25am) and after school (3:25-4:00pm) to avoid missing instructional time in your classroom. However, if students need to visit the media center during the school day, they need permission (and a hall pass) from their classroom teacher for that period.
Our media center operates using Destiny Search, a computerized “card catalog” of the media center’s books and videos. It runs on the Novell Network with Microsoft Windows compatible computers.
Circulation
The Chickahoochee High School media center provides a large assortment of print and electronic information sources. Students and teachers are encouraged to use these for research, instruction, and personal enrichment. Most books can be checked out for a three-week period, and can be renewed for longer unless someone else has requested the book. Reference books can be checked out at the end of the school day for overnight use, but they must be returned before the start of the next school day. Magazines and newspapers must stay in the library, but a free photocopy of any article you like can be made. Many resources, such as our online databases, are available 24/7 at .
Additionally, teachers can check out instructional equipment and professional equipment on a short-term basis (1-3 days).
Overdue Materials
Students and teachers alike are encouraged to return all checked out materials as soon as they are finished with them so that they can be made available to others. The circulation system will notify students when they have overdue materials and will they not be allowed to check out additional items until all overdue materials and fines are cleared. The media center charges overdue fines of $0.10 a day for regular books and $0.50 a day for reference books. The faculty will also be alerted when they have overdue materials and no further checkouts will be allowed until returned.
Damaged Books
Media center patrons are responsible for all damaged media, equipment, and other instructional materials purchased with school funds. Damaged materials that can be repaired will be done at no charge. If the material is damaged beyond repair, a fee based on the cost to replace the material will be charged to the student or faculty member that checked it out.
Lost Books
Media center patrons are also responsible for all lost media, equipment, and other instructional materials purchased with school funds. Fees for lost materials will be assessed using the same guidelines detailed in the damaged books policy above.
Video
Instructional videos and DVDs from the media center collection may be shown in the classroom for curriculum purposes only. Department heads and administrators may require lesson plans detailing the use of the instructional video before it may be seen in the classroom. If a teacher would like to show a video that is not owned by the school’s media center, they must submit forms detailing the instructional connection, the associated standard, and rating to the administration for approval. Please refer to the Copyright Policy section of this handbook for more information on the appropriate school use of videos.
Inventory
Inventory of all print and non-print materials should be conducted at the end of every school year. If there is a large collection, inventory only a portion of the collection each year with the intent covering the entire collection every two or three years. The media center staff and specially trained student aids will use portable scanners to inventory materials in house. Missing items will be recorded as lost until they are located and scanned into the inventory. A general weeding of the collection (see section below) will take place in conjunction with the inventory with worn, damaged or out of date books being repaired, replaced or discarded as determined by the media specialist. An inventory of equipment should also take place at the end of the school year prior to summer storage.
Weeding
As mentioned in the section above, an inventory of the entire media center should take place at the end of each school year. Media specialists are encouraged to weed their collection in conjunction with the annual inventory in order to maintain materials that are still useful and timely. Weeding is defined as the practice of discarding worn beyond repair, out-dated, excess copies, rarely used books, and materials with incorrect information or no longer relevant to the curriculum or needs of students.
Weeding should not be used as a means for withdrawing materials which are of a controversial nature or needing re-evaluation. The county adopted policy for handling the re-evaluation of materials should be followed for controversial material. Instructional materials shall be removed from inventory as they become worn beyond repair, out-dated, or expended.
Additionally, equipment shall be removed from inventory when it is no longer functional or needed. Discarding shall be in compliance with state and local policy, state and federal law, and any restrictions related to the source of the funds.
Media specialists shall keep a record of discarded materials for a minimum of three years.
Mending and Repairing
Materials in the school library media center will often need to be mended, repaired, and cleaned, especially those with high circulation rates. Items that can be quickly repaired will be done as time permits to allow them to be quickly placed back into circulation. The media center staff will try to repair an item as many times as possible. The media specialist will make the decision as to whether an item should be mended, repaired or discarded. If the reason for the item being repaired or discarded is a result of misuse by a patron, the patron will be notified and charged the cost of replacement.
Definition and Scope of Technical Processing
The three main components which comprise technical services are acquisitions, cataloging, and serials. The main objective of technical processing in the school library media center is to produce complete and up-to-date cataloging records with the district selected automation system. The records should optimize access to the organized materials in the automated catalog system. The school library media center and the media center staff are responsible for creating equal access to an organized collection that supports the curriculum.
In order to assure the school media program is an integral part of the educational program, the following selection objectives are adopted:
• Provide materials, print and non-print, that will enrich and support the curriculum, taking into consideration the varied interest, socioeconomic backgrounds, abilities and maturity levels of the pupils served;
• Provide materials that will stimulate growth in factual knowledge, literary appreciate, aesthetic values, and ethical standards;
• Provide materials on various sides of controversial issues so that students may develop, under guidance, the practice of critical analysis of all media;
• Provide materials representative of many religious, ethnic and cultural groups and their contributions to our world and American heritage;
• Place principle above personal opinion and reason above prejudice in the selection of materials of the highest quality to assure a comprehensive collection of media appropriate for the Ducky County School System;
• Procedures of Implementing Board Policy.
The school library media centers in Ducky County should have complete and up-to-date cataloging records using cataloging standards from the Sear’s Subject Headings and the Dewey Decimal Classification System. All records should be automated, with the system OPAC, organized, labeled, and maintained according to international cataloging standards for easy access to all users throughout the school system (Tyner & Ellington, n.d., p. 6).
Copyright
The Ducky County Board of Education and all its employees are subject to the provisions of U.S. copyright law (Title 17 U.S. Code, P.L. 95-533). All Ducky County personnel will comply with the United States copyright law (Paulding County Schools Board Policy Manual, n.d.). The Ducky County Board of Education policy regarding copyright states that copying copyrighted materials by Ducky County system employees must be done with permission of the copyright holder or within the bounds of “fair use.”
Fair use takes into consideration:
1. The purpose and character of the work
2. The nature of the copyrighted work
3. The amount and substantiality of the portion used in relation to copyrighted work as a whole
4. The effect of the use upon the potential market for or value of the copyrighted work
In order to claim fair use, all four criteria must be met.
(Cedar Grove High School Library Media Center Handbook, n.d).
Library media center patrons are responsible for abiding by copyright laws. The library media specialist is the building level contact person regarding copyright questions. Copyright is the protection of original ideas in any format. A copyright in-service is provided to faculty and staff at the beginning of each school year. Students receive copyright instruction as part of information literacy lessons throughout the year. Plagiarism, the “Fair Use” of graphics, animations, music and movies and creating citations are some of the copyright topics for which students will receive training by the library media specialist (Keeton & White, n.d., p. 12).
Copyright Guidelines for the Classroom Teacher
Single copies may be made of the following:
• A chapter from a book
• An article from a periodical or newspaper
• A short story, essay, or poem
• A chart, graph, diagram, cartoon, or picture
• A short excerpt (up to 10%) of a unit or music such as a song or movement.
Multiple copies – Allow no more than one copy per pupil for classroom use of the following:
• A complete poem of fewer than 250 words
• An excerpt of fewer than 250 words from a longer poem
• A story, essay, or article of fewer than 2,500 words
• One illustration (chart, graph, picture, etc.) from a book or periodical up to 10% of a unit or music for academic purposes other than performance.
Teachers may not:
• Copy protected materials without inclusion of a notice of copyright
• Copy from “consumable” work such as standardized tests, answer sheets, or class workbooks
• Copy in order to create anthologies or to substitute for them
• Copy on direction from higher authority
• Copy to substitute for the purchase of books, periodicals, or music
• Copy the same item from term to term – without gaining permission
• Make multiple copies more than nine times in one term
• Copy more than one short work or two excerpts from one author’s work in a term
• Make copies of music or lyrics for performance of any kind in the classroom or outside it
• Copy television programming off-air for use in instruction.
(Columbia Middle School Library Media Center Handbook, n.d).
Leadership and Professional Growth
Our library staff and Chickahoochee High School is committed to maintaining up-to-date training and development plans. Priorities for training and professional development will be identified for each year, so that library staff are able to keep up to date with changes in technology and library practice. Individual Professional Learning Plans will be developed each year in consultation with the school principal. Professional development may take many forms.
Some activities include:
• Attending meetings
• Attending conferences
• Professional reading
• Formal training
• Participating in Professional Learning opportunities
• Enrolling in a librarianship or teaching course to upgrade skills and qualifications
• Becoming a member of one or more professional organizations
The individual’s experience and training will determine the type of professional development pursued. Individual library staff may wish to develop a portfolio that includes evidence of the knowledge, skills and attributes that have been gained both on and off the job. The portfolio can then be used as a guide to identify areas for future development.
In particular, school library staff will be familiar with developments in curricula, teaching styles and current learning theories, as well as current and future developments in school library service. It is essential for school library staff to establish a professional relationship with teachers in the school so that the school library can meet the needs of the teaching areas.
While membership in a professional organization is not mandatory, it is recommended and encouraged. See appendix for a list of national and state professional organizations, as well as contact and conference information (Tasmania Department of Education, 2008).
Interlibrary Loan Policy
It is the policy of the Ducky County Public Library to provide access to printed information not owned by the Library through Interlibrary Loan service. An equally important aspect of this policy is the commitment to provide printed information to other libraries around the country when it is requested. This borrowing/lending relationship is a reciprocal one that benefits every participating institution.
The Ducky County Public Library supports the National Interlibrary Loan Code of the American Library Association. In accordance with state regulations the Library will provide ILL Services to patrons at cost. Because of the limited size of the collection, Audio Visual materials of the Ducky County Public Library are not available for loan through this service.
While acknowledging the fact no single library or library system can acquire material which meets all the demands of its citizens, it is also acknowledged that an effective Interlibrary Loan service adds significantly to the level of information sources any one institution can provide. As patron satisfaction and awareness of the Interlibrary Loan service grows, so does the reputation of the Library.
The Library Media Specialist is instructed to implement this policy with procedures as required and to assess fees to cover costs.
ILL Policies
• Only one copy of any material may be requested.
• Only books and copies of periodical articles may be requested via this service, as most libraries only loan books. In some instances, materials such as microfilm or audio books can be fulfilled, depending on the lending library. The LMC staff can assist with these requests.
• New books and best sellers are not recommended for ILL, as they are generally not available. However, the LMC will consider a request to purchase new books and best sellers.
• The limit for ILL requests is 5 items per person per week.
• Checkout periods for materials obtained through ILL may vary, depending on the policies of the lending library.
Most materials obtained through ILL are not renewable. However, in some instances the LMC staff can assist in extending the loan period. If an extension is needed, the borrower must contact the LMC staff prior to the due date.
• Some materials (i.e. rare books, special collections, etc.) may not be available for ILL.
• Patrons are responsible for the item borrowed.
• If material obtained through ILL is lost, not returned, or damaged during the lending period, the borrower will be charged for replacement.
**No in text citations provided - Please see Yavo References on page 74
Donated Materials Policy
Materials donated to the media center as gifts are willingly accepted and greatly appreciated. However, not all donations will be placed in circulation and the media center reserves the right to dispose of gifts through the regular weeding procedures. As a matter of fact, prior to cataloguing, the donated materials will be evaluated using the same standards as used in the new material selection process. Evaluation criteria includes, but is not limited to:
• Materials are not age appropriate,
• Materials do not satisfy curricular requirements,
• Frequent duplication in rarely used areas,
• Materials are very badly worn or significantly damaged.
If a donated item is not accepted for circulation in the school’s media center, it will be donated to the local public library.
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Collection Management
Consideration File
The library media specialist shall compile and maintain a consideration file of recommended print and non-print materials. This file shall reflect suggestions from the Library Media/Technology Committee, faculty members, students, parents and from other sources of recommendation. This file will be saved as a working document entitled “Consideration File” under the “Library Media Center” folder on the school’s network drive. Whenever possible, review sources shall be found for each recommendation and noted in the “Consideration File” on the school’s network drive. These review sources shall be transferred to the archive database if the materials are purchased and processed.
(Cedar Grove High School Library Media Center Handbook, n.d).
Teacher, Student and Parent Recommendations
Communication and collaboration with teachers to evaluate curriculum needs and recommendations for purchase is an important part of the selection process. Considering the library media collection is an essential part of the educational process, the overall strength and worth of the collection is ensured when teachers are regularly involved in the selection process.
Student and parent recommendations are also an essential part of the selection process. As students pursue information for curricular purposes or use the library media center for individual interests, students and parents are encouraged to make recommendations of particular resources or subject areas where additional information is needed. A sample Resource Request Form is included in the Appendix.
(Baltimore public school district, n.d).
Selection Aids
The library media center is expected to subscribe to at least two reviewing sources. You may utilize reviews from teachers and staff members, online reviewing sources and professional review journals such as School Library Journal, Book Links, and Library Media Connection just to name a few. A list of online professional e-journals can be found in the Georgia State Handbook for Library Media Specialists at
instruction/mediaservices/handbook/.
(Cedar Grove High School Library Media Center Handbook, n.d).
Ordering Procedures
The Library Media Specialist(s) are responsible for purchasing resources for the Chickahoochee High School library media program. However, their decisions are made with input from their school Library Media Committee and the purchase order must be approved by the school principal. The purchasing decisions of library media specialists are also governed by certain Ducky County school district regulations. Materials and equipment must satisfy the Ducky County school district’s selection policy. The purchasing guidelines for the library media materials allotment define which items may be purchased with that source of funding. All purchases, regardless of funding source, are governed by the Ducky County school district’s purchasing regulations.
(Cobb County School District, n.d.).
Library Books
The library media specialist must purchase library books from a current bid vendor, except for those titles not available from any of the vendors on bid. If there are specific titles you wish to purchase that are not available from the vendors below, you may purchase those titles from whoever does sell them. (A non-bid vendor who sells books that are not available from other jobbers is usually the exclusive distributor of those titles, so you can indicate on the purchase order that they are the "sole source."). Additionally, MARC catalog records should be purchased with all library media materials. Current bid vendors have Ducky County School District’s cataloging specifications on file, but library media specialists should contact the vendor and provide school-related cataloging and processing specifications (i.e. call numbers, barcode ranges).
(Cobb County School District, n.d.).
Magazine Subscriptions
The library media specialist must purchase magazines from our current bid vendor. W.T. Cox is our contract vendor for magazine subscriptions. If a title you want is available from W.T. Cox, you must order it from them. Every school receives a print catalog, but the catalog will not show the discounted price. You may also search for titles on the W.T. Cox website, but it also does not show the discounted price until you begin adding the title to your order. If there is a title you wish to order, but you can't find it in the W.T. Cox catalog or website, contact W.T. Cox to verify that they do not carry it. If they don't, you can order it directly from the publisher.
(Cobb County School District, n.d.).
Newspaper Subscriptions
The library media specialist must purchase Newspaper subscriptions directly from the publisher in order to ensure delivery before the school day.
(Cobb County School District, n.d.).
Selection of Print, Non-print Media, and Equipment Criteria
Criteria for selection of print and non-print media
The following selection criteria will be used in the consideration for the purchase of book and non-book media (including videos and DVD’s):
• Curriculum standards and goals of the instructional program
• Needs assessed from the faculty, students and parents
• Relevance, timeliness and/or permanence
• Overall function and prospective use
• Quality of the writing
• Readability, watchability and/or popular appeal
• Authority or influence
• Reputation and importance of author/editor/artist
• Reputation of publisher/producer/director/distributor
• Format
• Cost
(Keeton & White, n.d., p. 9)
Criteria for selection of equipment
Since equipment accounts for a considerable portion of the budget, one must take great care to select quality equipment for the media center. Some of the equipment essential to have in most schools would include the following items: overhead projector, VCR, video projector, scanner, camera, digital camera, opaque projector, cassette recorders, compact disc players, and televisions. The following criteria will be used for selection of equipment:
• Need (new or replacement)
• Quality
• Durability
• Ease of operation
• Ease of maintenance
• Cost
• Warranty
• Reputation of manufacturer
• Reputation of vendor
• Software availability
• Safety, design, versatility, compatibility
(Keeton & White, n.d., p. 10)
Receiving Procedures
As books are unpacked, check to be sure your order reconciles with the items listed on the packing slip. This process should be completed before you approve payment for your order. Check for manufacturing defects (bad binding, text upside down, etc.) Any defective books are put aside to be returned later.
Check off each book on the invoice packed with the books on your original titles list to make sure order is complete as stated on the invoice. Note any missing titles. Be sure to note if invoice states that items are back-ordered or out-of-print. Retain the original purchase order and invoice/packing slip for your records and record your order as paid in the Ducky County School District Financial Services Portal online.
Attach barcode labels on the back cover in the upper right-hand corner, vertically, reading top down, and on the title page.
• Ownership stamp- Stamp books with Chickahoocee High School Library in the following locations: front & back inside covers.
• Spine Label- Print and affix to spine cover 1 1/2” from bottom of book with label protector.
• MARC diskette- Upload new catalog records into library cataloging database.
• If no MARC records came with the books, and other sources have been tried, use basic cataloging practices in the Follett Cataloging Software Program.
(Georgetown I.S.D., n.d.).
Periodicals/Newspaper Control
Periodicals
• When magazine or other periodical comes in, remove all inserts.
• Place a sticker with “Chickahoochee High School Media Center” on cover and write date placed into collection on sticker.
• Display in designated shelf in periodicals area.
• Retain back issues of National Geographic and other science related magazines for the school’s science department.
• Requested back issues are distributed to requesting teacher.
• The remaining back issues are recycled.
Newspapers
• Current newspapers are for in media center use only and are not bar coded.
• Display current issue on newspaper rack.
• Save older issues for pick-up by any teacher.
Repair and Mending
Some books can be easily repaired by the library media specialist.
If a book cannot be repaired locally, a decision must be made to rebind or reorder the book.
Rebinding is usually not an attractive or cost efficient option. Books that are rebound will have plain cloth covers without printed titles, illustrations, or book jackets. The best candidates for rebinding are expensive reference books and textbooks which are updated and expected to stay in the collection. Out of print books should be carefully evaluated as to their merit before rebinding. Books which have dirty, torn or brittle pages should be reordered and not sent for rebinding.
The cost of rebinding will be billed to the local school library. The total expenditure must be deducted from the next year's library materials allotment. Although the cost of rebinding varies yearly according to the bid price, an average book can be estimated at 25% of the replacement cost.
The REBOUND BOOK form is issued yearly in late spring along with updated price list and instructions. Follow these procedures for books that need rebinding:
• Be sure that books meet the minimum binding requirements of 3/4" to 1" inside margin for optimum readability
• Remove circulation cards from books.
• Update Library software to provide a record of books sent for rebinding
• Box books for pickup in accordance with rebinding CHS instructions
• Deduct the actual expenditure.
(Baltimore County Public Schools Media Handbook, n.d.).
Books
Damages that should be repaired:
• Covers that have separated slightly from the book
• Covers that have been slightly worn
• Pages that have been torn
Damages that are not practical to repair:
• Covers that have completely separated from the book
• Covers that have been damaged in a way that severely reduces the “shelf appeal” of the book
• Any book with lost covers or pages
Books may be repaired in several ways:
• Covers that have begun to separate from the book should be re-attached with clear book tape. Run a strip of the wide tape down the entire length of the seam that has torn.
• Paper jackets can be removed and either laminated or recovered with a Mylar cover and then reattached
• Torn pages can be repaired with Scotch tape. Use only the matte-finish “Invisible Tape” that will not yellow with age.
(Cass High School Media Center Handbook, n.d.).
Audiovisual Materials
Only the packaging of audiovisual materials is repairable. If the actual items (videocassettes, DVD’s, etc.) become damaged, they should be discarded immediately. Trying to get a few more plays out of a damaged $20 videocassette can permanently ruin a $200 VCR.
Before the paper covers for the videocassettes and DVD’s are damaged, they should be repackaged in a clear plastic rental-style hard case. Paper covers for videocassettes and DVD’s can be repaired with clear book tape.
(Cass High School Media Center Handbook, n.d.).
Instructional Equipment
Media center staff members should only undertake minor equipment repairs – only those that they are confident that they can complete successfully. All other repairs and maintenance should be done by Ducky County school system maintenance professionals or by contracted outside vendors.
ALWAYS UNPLUG ELECTRICAL EQUIPMENT BEFORE SERVICING!
Minor repairs & maintenance:
• Replace bulbs in overhead projectors. Allow old bulb to cool before removing it and then hold new bulb with a paper towel during installation. Fingerprints shorten the life of bulbs.
• Use a wrench to tighten the bolts on a wobbly cart.
• Stuck VCR tapes can be extracted from a VCR by removing it’s cover.
• While the cover I off, clean the heads of the VCR with a foam-tip swab and alcohol.
• Use a hex-key to tighten the drag mechanism on an overhead projector’s focus knob.
(Cass High School Media Center Handbook, n.d.).
Technical Services
Circulation Procedures
Check-out Procedures
• Each student will have a library identification number. For staff members, this number will be their badge number.
• After selecting their material(s), the student/staff member will bring it to the circulation desk and tell the media staff member working the circulation desk their library ID/badge number.
• The material will be scanned by the media staff member, who will also check the screen to verify that the material is entered into the system and that the ID/badge number coincides with the patron checking out the material.
• For materials that will not scan or that are inconvenient to reach with the scanner, such as equipment, the media staff member will label a check-out card and manually enter the barcode number.
• The media staff will run a circulation back-up report each evening.
Check-in Procedures
• The student/staff member will return their material(s) to the book drop. Staff members will be required to check-in equipment with a media staff member at the circulation desk.
• The material(s) will be scanned and the screen will be checked to verify that the item checked into the system. The material title and student/staff member name will appear for the item material(s) being checked in.
• The media staff will check for damaged materials and put them in the work room for repairs. If the material can be repaired, it will be done so free of charge by a media staff member. If the material is damaged beyond repair, the student/staff member will be asked to pay for the replacement of the material.
• The media staff will sort and reshelf the materials.
Stipulations for Students
Books
• Students may check out books for an initial three-week period.
• Students may check out two books from the same topic at a time. If returned early, students may check out additional books.
• Students are encouraged to turn in books as soon as they have finished reading them. However, if a student chooses to keep the books for an extended period, they can renew them indefinitely unless another student has placed a hold on that book.
Reference Books
• Students may check out reference books at the end of the day for overnight use, but they must be returned before the start of the next school day.
Periodicals
• Periodicals must be read in the media center.
• Students may always make free photocopies of any article they like.
Students cannot check out AUDIOVISUAL MATERIALS or EQUIPMENT.
Stipulations for Faculty and Staff Members
Books
• Faculty loans have no restriction on length of time kept, unless someone else has requested the book.
• There is no limit on the amount of books for faculty loans.
• Reference books may be checked out for overnight use.
• Teachers may keep reference materials for short-term classroom use.
• Support staff loans are treated in the same manner as faculty loans.
Periodicals
• Periodicals must be read in the media center.
• Teachers may always make free photocopies of any article they like.
• Back issues are kept in order chronologically by title.
• Teachers may request to receive copies of periodicals after their back issues storage period has expired.
Audiovisual Materials
• Audiovisual materials may be checked out to faculty members only.
• Audiovisual materials may be checked out for 1 week.
Equipment
• Classroom equipment – computers, overheads, and LCD projectors are checked out for the school year.
• CD/Tape players may be checked out for 1 week.
• Televisions and DVD/VCRs may be checked out for 1-3 days.
• Digital/video cameras can also be checked out for 1-3 days.
• No equipment will be released to students for transporting.
Overdue Procedures
• Overdue books fines for students are charged at $.10 per day for regular books and $.50 per day for reference books. A four day grace period will be honored so that no fines under $.50 are collected.
• The media staff will print overdue notices approximately every 2 weeks. Overdue slips are distributed to the students through the homeroom teacher. They will be folded and stapled with their name written on the outside in order to comply with student confidentiality (Ga. BOE code # 160-4-7-.08).
• Books may be returned or renewed. In order to renew the book for another week, the book must be brought to the library and all overdue books fines on the account settled.
• Overdue notices of nine weeks or more will be reported to parents through a Bill Notice sent home with the student. Several weeks before school’s end, a Bill Notice will again be mailed home.
• If the overdue book fine is not paid for, the student’s report card will be held at the end of the school year until payment is received.
• Books not returned or paid for continue as overdue on the student’s record throughout their school time.
• Teacher books, materials and equipment become overdue when they are held past the end of the school year’s return date (as set by Ducky County policy).
Damaged Book Procedures
Georgia Code - Education - Title 20, Section 20-2-1013 (b) states that the State Board of Education is authorized and directed to inaugurate and administer a system of free textbooks for the public schools of this state. The state board shall have authority to promulgate and enforce such rules and regulations as may be necessary for that purpose.
All textbooks, library books, and media materials purchased by local units of administration with state Quality Basic Education Program funds or any other means of acquisition shall remain the property of the local unit purchasing or acquiring them. Each local unit of administration shall establish such policies as it deems necessary for the care and protection of its textbooks, library books, and media materials as a condition to receiving all or part of the state contributed Quality Basic Education Program funds allotted to the local unit. Such policies may include any of the following sanctions against a pupil who fails or refuses to pay for a lost or damaged textbook, library book, or media material at the replacement cost:
(1) Refusal to issue any additional textbooks, library books, or media materials until restitution is made; or
(2) Withholding of all grade cards, diplomas, or certificates of progress until restitution is made.
No local unit of administration shall require any pupil or parent to purchase any textbook, library book, or media material except in cases where the pupil damages, loses, or defaces such item either through willful intent or neglect.
• If the damaged is beyond repair, the book will be deleted from the catalog and the student will be charged a fee equal to the assigned cost of the book or a flat fee of $15.00 for each book damaged.
• The student will be notified in writing and asked to make payment.
• Upon full payment of the fee, a receipt will be printed out and the student’s record will be cleared.
• Students who damage or lose a book will be limited to one book checkout for the remainder of the year.
Lost Book Procedures
• The student will be charged a fee equal to the assigned cost of the book or a flat fee of $15.00 will be imposed for each book lost.
• The student will be notified in writing and asked to make payment.
• The student will be expected to pay the full amount of the fine before he/she will be able to check out the full amount of books allowed according the Circulation Procedures above.
• Upon full payment of the fee, a receipt will be printed out and the student’s record will be cleared.
• The media specialist will change the status of the book to “lost and paid for” to remove it from the student’s record.
• If the book is later found, the student will receive a reimbursement for the amount paid less the overdue fee assessed.
Cataloging Procedures: Standards
Preprocessing specifications
• Pocket: Inside Front Cover
• Pocket inscription: Chickahoochee High School Library
• Spine label: 1 1/2” from bottom of book
• Mylar: Tape Mylar on Dust Jackets Only
• Bar code label: Back cover, upper right, vertical and title page
• Bar code inscription: Chickahoochee High and book title
The following is the list of cataloging specifications (Standard Formats) for Chickahoochee High School Media Center:
• Subject headings: Sears
• Fiction: Fic with the first 3 letters of author
• Nonfiction: Class Dewey # and first 3 letters of author’s surname
• Individual Biography: B and first 3 letters of biographees’ surname
• Collective Biography: 920 with the first 3 letters of the title
• Graphic Novel: GN with first 3 letters of author
• Short Story: SC with the first 3 letters of author
• Foreign Language: Class Dewey # and first 3 letters of author
• Reference: Ref above Dewey # and first 3 letters of author
• Professional: Pro with class Dewey # and first 3 letters of author
• Equipment:
o Televisions: Equ TV
o DVD players: Equ DVD
o VCR players: Equ VCR
o CD players: Equ CD
o Laptop computers: Equ LTC
o Video projectors (LCD, DLP, etc.): Equ LCD
The following are the bar code and automation system information specifications:
• Automation System: Destiny
• Barcode symbology: Code 39, Mod 10 barcode
• Barcode length: 14-character barcode
• Computer: NA (Destiny is browser based & therefore cross-platform)
• Data format: MARC 21
• Delivery: Download or E-mail
Tools Necessary for Cataloging
The following tools are needed for cataloging procedures and should be kept in the cataloging area:
• Sears List of Subject Headings (latest edition)
• Abridged Dewey Decimal Classification
• Computer with internet to access Destiny
• Laser printer with straight feed path
• Extra barcode scanner
• Blank spine labels
• Pockets (self-adhesive)
• Blank bar code labels
• Clear protective tape (wide and narrow)
• Label protectors
• Scissors
• Sharpie Brand Permanent markers (Black & Silver)
• Check list for cataloging (laminated and hung)
• Mylar covers for paperbacks
• “Chickahoochee High School Library” stamp
• Book truck with magnet based book ends
Video Media Procedures
• Complete and submit a Video Request Form (Appendices p. 66) to the principal or designee, and receive principal or designee approval before showing visual media.
• Relate all visual media used in instruction directly to the curriculum.
• Use visual media for education purposes only, not for entertainment or reward.
• Obtain parental approval if the media’s rating is other than G at the elementary level.
• Obtain parental approval if the media’s rating is other than G or PG at the middle school level.
• Obtain parental approval if the media’s rating is other than G, PG, or
PG-13 at the high school level.
• Use the Instructional Media Notification/Permission letter if parental approval is needed.
• Preview all visual media before using it with students.
• Prepare an alternative assignment for a student(s) who is not permitted to view a visual media presentation.
(Round Rock Independent School District, 2008).
Inventory Procedures
• Get all shelves in call-number order. (If some books are out of regular order, such as oversized books or books for some particular program, put notes in the place they would usually be so that they can go to the odd shelf when reading that section.
• Either use a hand-held wand or move the computer to a place where the wand cord will read the shelves. (Be sure to check your automation manual for instructions on moving the computer.) Beginning at the start of any section, read the barcodes in order through your collection.
• After downloading each batch of barcodes, “Dump” the batch files on hand held device. (Again, check with system instructions).
• If any book needs attention (torn, dirty, a candidate for weeding, date due slip filled, call number seems strange, etc.) the inventory taker should put a note (these can be pre-made) into the book so that it sticks out of the top pages. Then the book should be pulled over onto its spine so that the note sticks out of the shelf.
• The computer will automatically inventory any books that come in through the circulation system and they will not be marked missing. Any books found out of place in closets, lockers, or cupboards can be scanned at any time without disturbing the rest of your inventory.
• At the end of each day, print out a list of “Unmarked” or “Missing” books. Some of these will trigger a memory for you and they can be located. If a book prints out as “Not in your records”, means the marc record is missing.
• At the end of the inventory, when the printed lists actually do reflect the status of the collection, “Finalize” the inventory and print a list. If the system will allow for temporary removal of these items from the catalog, do so. If the only option is to remove them permanently, they probably should by left in the system marked “Missing.” Many of them may turn up over the summer or during the next year. Things that have been weeded or destroyed may be permanently removed now, unless they will be reordered.
• Go back through the shelves to attend to the notes sticking out of the books. Some of these books may be weeded on the spot. Be sure to withdraw them from the computer.
• Use the “Missing” list to decide what needs to be replaced, either of the exact title or another on the same subject.
(Idaho School Librarian’s Information Manual, n.d.)
Library Advocacy Program
How do we advocate:
Advocacy techniques and basic effective communication:
• Be prepared with facts, figures and issues. Be clear about what you want to communicate.
• Be brief. A legislator’s time is limited.
• Be appreciative. Acknowledge past support and convey appreciation for current action.
• Be specific. Refer to local library and cooperative needs.
• Be informative. Give reasons why a measure should be supported.
• Be courteous. Ask, do not demand or threaten. Be positive, but polite.
Specific Advocacy Tools:
• Website: SMLC will dedicate a section of its website to a listing of the legislators for our area and their contact information including names of aides when available.
• Partnership Activities: To facilitate a unified voice for library advocacy in the state, SMLC will work in concert with the State Association on its legislative goals and activities, using their materials whenever possible.
• Training: SMLC will conduct every other year a training session on advocacy. If possible the training will coincide with the annual Joint Meeting of the Board and Advisory Council to allow for the greatest audience. Additionally, the cooperative will seek other types of training that may exist in on-line versions.
• Legislative Activities: Plan for legislative breakfasts, open houses and other events that bring legislators and librarians together. The cooperative will assist areas of the cooperative in planning such events and preparing legislative packets for distribution.
• Special Events: Assist libraries in planning events that are not of a legislative nature but exposes the legislator to the activities and programs at libraries. Dedications, special reading programs, guest appearances at libraries, etc.
• Legislative Day Type Activities: ALA legislative day occurs each year in Washington D.C. When the budget allows, the cooperative should send one or two representatives to represent our area for legislative day. On a state level, MLA usually sponsors a Legislative Day and SMLC will provide active support for this through attendance and encouragement of member attendance.
• Getting the Word Out. Libraries in the cooperative will provide the office with a contact person to which information about pending legislation or other issues shall be directed so it can be fanned out to interested parties. The website will have talking points on important issues. (Southwest Michigan Library Cooperative, 2007).
Conclusion: The success of an advocacy program depends on the involvement and commitment of everyone in the cooperative. Librarians and trustees must cultivate relationships with local legislators and stay informed on the issues and ready to act when called upon. The cooperative as the gateway must be sure that information is flowing in both directions and should act as a facilitator in this program. Our expected outcome is recognition of what libraries offer their communities and sufficient funding to accomplish our mission. (American Library Association, 2007).
|Table of Contents |Page |
| | |
|Section One: In the Beginning (or what to do when school starts) | |
|1. Setting up patron types |33 |
|2. Adding or updating patrons |33 |
|3. Assigning passwords and patron numbers |34 |
|Section Two: Online Patron Access Catalog (Finding What you Want) | |
|1. How to open OPAC |34 |
|2. Types of searches and how to perform them |34 |
|3. Reading an OPAC results list |34 |
|4. Reading an OPAC item record |35 |
|5. Sorting “hit” lists by author, title, Dewey # or other category |35 |
|6. Printing “hit” lists |35 |
|7. Reserving materials “online” |35 |
|Section Three: Cataloging (Maintaining the Collection Database) | |
|1. Opening the Cataloging Module |35 |
|2. Setting up material types and designators |35 |
|3. Deleting Materials |35 |
|4. Adding Materials |35 |
|5. Correcting existing MARC records |36 |
|6. Using an authority file for subject headings |36 |
|Section Four: Circulating Materials and Interlibrary Loans | |
|1. Opening the Circulation Module and Using Passwords |36 |
|2. Checking out materials |36 |
|3. Checking in materials |37 |
|4. Setting up system for limited check in and check out |37 |
|5. Modifying due dates for special cases |37 |
|6. Entering fines, reserves and messages |37 |
|7. Looking up materials and patrons |38 |
|8. Running overdue notices |38 |
|9. Printing bills, fines, and receipts. Included: Sample print out. |38 |
|10. Using temporary barcodes |39 |
|11. Looking up circulation logs |39 |
|Section Five: Reports and Utilities | |
|1. How to Backup the System |39 |
|2. How to run circulation reports. Included: Sample print out. |39 |
|3. How to do inventory |40 |
|4. Printing shelf lists |41 |
|5. Running a collection age report. Included: Sample print out |41 |
|6. Printing bar codes and spine labels |42 |
|7. Running custom indexes. |42 |
|8. Running an unused barcode report |43 |
|9. Rebuilding the system using a backup. |43 |
|Section Six: Troubleshooting Tips | |
|1. Circulation Desk |43 |
|2. Helpful Hints |44 |
Circulation and Cataloging Procedures: Qwik Start Guide
(Page numbers in your Qwik Start Guide for MEDT 6468 will have pages numbered consecutively from 1.)
Section One: In the Beginning (or What to do when school starts)
1. Setting up patron types
▪ From the Start Menu, open Follett Applications.
▪ Click on Patron Maintenance icon.
▪ Type in default password MODPATRON. Click OK.
▪ The following screen will appear.
a. To add a patron type
▪ Choose New in the Patron Types tab to create a new type of patron.
▪ Click Save.
b. To edit a patron type
▪ Select a patron type from the list, then click Edit.
▪ Click Save.
c. To delete a patron type
▪ Select a patron type from the list, then click Save.
2. Adding or updating Patrons
a. Creating a new patron record by entering them individually.
▪ Click on New in the Patron Maintenance main window.
▪ Type in new patron’s information in the text boxes. (see screen below)
▪ Click save.
▪ The text boxes will clear so you can enter another new patron.
OR
▪ Type in a new patron’s barcode and a dialog box will open.
▪ The box asks you if you would like to add a new patron. Click yes.
▪ Add the new patron’s information; Click Save.
b. Importing new patron records from a database
▪ Click on the file at the top of Patron Maintenance main window.
▪ Select Import Patrons from drop down menu.
▪ From the Import Patrons window, select option that applies to your database.
▪ Click on import.
▪ An open window appears, select file for import and click open.
▪ To stop import, click cancel.
▪ Click no if you are finished importing and then close.
c. Updating existing patron records
▪ Click on the Name icon in the Patron Maintenance main window.
▪ Enter the patrons name in the pop up window “Patron Search by Name”
▪ Click on Search.
▪ A list of names will appear.
▪ Click on the patrons name.
▪ click the edit button.
▪ The following screen will appear.
▪ Enter the fields needed.
▪ Click Save, then close.
d. Deleting patron records
1. Global Delete
▪ Open Patron Maintenance main window, click on the Edit Menu
▪ Select Global Delete from drop down menu.
▪ Dialog box will appear, select the information that you want to base your delete.
▪ Click Delete. Click OK.
2. Individually deleting patrons
▪ Click on the name icon in the Patron Maintenance main window
▪ Type the patrons name in the box and click search.
▪ Find the patron name in the list, highlight and click delete.
▪ A confirmation box will appear. If patron has overdues, holds, fines, or checkouts, a message will display Patron’s status. Click yes if you want to delete the patron.
▪ The copy status of current checkouts will be changed to Lost and holds are deleted.
3. Assigning passwords and patron numbers
▪ Patron passwords and patron numbers are assigned to teachers and students from our Technology Department.
▪ Patron numbers are the same as student’s ID and teacher’s numbers are assigned by available list of numbers from Follett.
Section Two: Online Patron Access Catalog (Finding What You Want)
1. How to open the OPAC
▪ Log onto the computer
▪ Click on the Start Menu
▪ Click on OPAC icon (no password is needed)
2. Types of Searches
Title, Author, Keyword, Series or Call Number Search
▪ Enter the title, author, keyword, series name or call number in the text box
▪ Click on the correct icon for your search
▪ A list of potential materials will appear.
Power Search
▪ Click on Power Icon on the tool bar
▪ Enter a word or words on each line.
▪ Choose the Boolean Logic type to connect the words (ex. AND- check both words, OR- shows all of the titles that include all the words, or one of the words, BUT NOT- all titles that include the first word listed, but not the next word listed)
▪ Select the field you wish to search (ex. author, subject, keyword, etc)
▪ Start the search by clicking search
3. Reading an OPAC Results List
▪ After the search for material has been completed, you will receive an OPAC
results list. This list includes all potential matches based on your search criteria.
To see more about an item, double click, or highlight it and click select.
4. Reading an OPAC Item Record
▪ Once you click on a specific material from the OPAC results list, you will
receive more detailed information about that material such as: Title, author,
date and location of publication, a brief description (page numbers and
illustrations), notes about the material, subject entries, and call number.
5. Sorting Hit Lists
▪ Using the Bookbag
Patrons can place titles and then edit and print or save
the list. From the item record, patrons can “add to bookbag” the copy that is
selected. To open the Bookbag, select Bookbag from the Tools menu or click
the Bookbag icon on the tool bar.
6. Printing and Saving the Bookbag
▪ From the Bookbag, students can print the report, save the report to a file, delete
selected titles or empty the Bookbag using the buttons on the right. The titles
can be sorted in the Bookbag by Call Number-Author, Title-Author, or
Author-Title.
7. Reserving materials online
▪ From the Bookbag, users can choose to place a Hold/Reserve on a title. When
this button is clicked, users are prompted to enter the barcode and a password
to reserve the title. (Our system does not allow you to place a hold)
Section Three: Cataloging (Maintaining the Collection Database)
1. Opening the Cataloging Module
▪ From the Start Menu, open Follett Applications.
▪ Double click on the Cataloging icon.
▪ Enter the cataloging password (MODTITLE) and click OK.
2. Setting up material types and designators
▪ Limiters let you make the searches on your database more specific. For example, you may want to limit your searches to only computer software. To set limiters, select Limiters from the Tools menu or toolbar.
3. Deleting Materials
▪ Individual Delete: Bring up the MARC Record in the MARC View Window, verify, and click delete copy button.
▪ Batch or Global Delete for lost or discarded materials: Select cataloging icon, select edit, and select Global Delete (the option will be given to select missing copies, lost copies, tags, titles without copies and subject by source).
4. Adding Materials
a. Manually Creating the MARC Record
▪ Go to cataloging inside the Follett Application.
▪ Click on File
▪ Click on Add Title
▪ Click on MARC and select Book, or another icon.
▪ Manually type in the information into the blank MARC Record (Save)
b. Importing Records form a Vendor or other source.
▪ To import a record from a vendor or other source, go to Follett Applications and then to cataloging.
▪ Click on File
▪ Click on import MARC Record 21/852 Holdings Format.
▪ Import
5. Correcting existing MARC records
▪ Enter title of the book or scan barcode in the Cataloging application.
▪ Go to Edit. The existing MARC record will appear.
▪ Make changes and Save.
6. Using an authority file for subject headings
▪ Go to File in the Cataloging application.
▪ Find Add Authority.
▪ Pick the subject heading needed.
▪ Click on select and make additions.
▪ Save
* Example of Cataloging
Section Four: Circulating Materials and Interlibrary Loans
1. Opening the Circulation Module and Using Passwords
▪ From the Start Menu, open Follett Applications and select circulation desk.
▪ A password box will appear, password is CHECKOUT.
▪ Click OK
▪ A message appears asking if you want to change the data and time, click NO.
2. Checking out materials
▪ Select Check Out from the tool bar.
▪ Type or scan the barcode.
▪ If the patron does not have an ID, select picture of patron (icon has red and blue heads).
▪ Enter the last name of the patron.
▪ Select the name of the patron.
▪ Scan the barcode of the book or type the barcode. (Check to see if the information about the item is correct)
▪ Run the spine of the book over the demagnetizer.
▪ Print out a receipt or place a date slip in the book pocket.
▪ Always clear out the patron by clicking on Esc.
3. Checking in materials
▪ Select Check In form the tool bar.
▪ Type or scan the barcode.
▪ Check to see if the information that appears is the correct information for the material being checked in.
▪ Run the spine of the book over the magnetizer.
▪ Always clear out the patron by clicking on Esc.
4. Setting up system for limited check in and check out
▪ Open the Circulation Desk icon. Select File and click on Limit Circulation Desk Access.
▪ Type the password in the text box and choose OK.
▪ The Limit Circulation Desk Access box will appear and you may select which options that you would like your students/parents/volunteers to have.
▪ Click OK when you are finished with your selections.
▪ To restore full access: Click on File from the Circulation Desk window and select Restore Full Access. Then type in the password when prompted and choose OK.
5. Modifying due dates for special cases
▪ If you want to override all loan periods in the System Setup, you can do so by using a special due date.
▪ To activate the Special Due Date, select the check box and type the due date and time. When a special due date is in effect, a date appears in red in the text box.
▪ To turn off the special due date, clear the box and choose Save.
6. Entering fines, reserves and messages
▪ To enter fines, choose New from the Fines window. The New Fine dialog appears.
▪ Scan or type the barcode of the copy for which you want to create the fine.
▪ Type the payment amount.
▪ Scan or type the patron barcode. Brief patron information will appear in the patron information box.
▪ Use the legend to identify the type of fine charged to patron and whether the fine contains a note.
▪ To print receipts for the patron’s transaction choose Print Receipt.
▪ Make sure to have student fill out the fine register with book title, date and fine amount.
▪ To set up the time limits for reserve items select the Holds tab from the Circulation tabs in System Setup. In the Holds tab, set up your time limits. When you are finished, choose Save.
▪ To add important message, click Message on the Add or Edit Patron dialog. Type in the message. To delete an important message, select Clear
7. Looking up materials and patrons
a. Materials
▪ To view information on materials, click on the OPAC function OR
▪ From the Circulation Desk window, select the Find Title button.
▪ To search for a title, type the nearest title in the text box and choose Find.
▪ From the list of titles, highlight the desired title and choose Select. The list of titles changes to show a list of copies for the title. Highlight the desired copy and choose Select.
▪ You can use the up and down arrow keys to navigate through the list of titles and copies.
▪ The HOME key takes you to the top of the list, and END takes you to the end of the list.
b. Patron
▪ Information about a patron can be viewed from either Circulation Desk or Patron Maintenance. Information such as current checkouts, current holds, current fines, and personal information can be viewed from these areas.
▪ To view, select the corresponding tab.
▪ If it is a checkout, the tab shows a list of the patron’s current checkouts sorted by the due date.
8. Running overdue notices
▪ From the Reports main window (Password is Printit), click reports tab.
▪ Choose a Report from the selection list
▪ Highlight the desired report.
▪ Click Print.
9. Printing bills, fines, and receipts. Included: Sample print out
▪ From the Reports main window, Click on Circulation Reports Tab.
▪ Select the Reports for this Year check box
▪ Select Overdue/Bill Notices
▪ Select the check boxes for report options (Select by Advisor, Starting at A, Ending at ZZ, graduation year- do for each class, Active Patrons, Patron type- select student, Check show all overdues and fines, 2 per page,
▪ After selecting your report options, click Print.
Note: To print a receipt, select the items you wish to appear on the receipt. Click OK to save the receipt printer settings. Select the printer that has been setup to print receipts.
10. Using temporary barcodes
If you intend to add temporary titles from Circulation Desk, you may want to keep a stack of cards with unused barcodes affixed to them at the circulation desk. When the item is checked in again, and Circulation Desk deletes the temporary title and its copy, you can put the card back into the stack so that it can be reused with the next temporary item.
▪ In the Type or Scan a Barcode text box, type or scan the unassigned barcode.
▪ A message appears asking you if you want to add a title. If the Circulation Desk cannot distinguish your patron from your copy barcodes, a message box appears, giving you the option of creating a patron or a title record.
When the dialog box appears:
▪ Select what type of record to create.
▪ Only a barcode and a title are required to create a temporary title and copy.
▪ Click on Save.
11. Looking up circulation logs
To access circulation logs, double click on the reports icon. You will be asked to enter your password (CHECKITOUT).The report main window will pop up. Click one time where it says circulation reports. From there, you will have a multitude of options for reports that can be created regarding your media center’s circulation.
Section Five: Reports and Utilities
1. How to Backup the System
A daily back up ensures that all daily transactions, configuration, and setup for the Follett applications are preserved should you need to restore.
Password: FIXDATA
The Backup and Restore application included with Follett applications can be used to back up data to a variety of media, including: zip drives, JAZ hard drives, hard drives, USB and writable CDs.
▪ To start a backup, you must restrict access to the library database. Make sure that OPAC is the only Follett Software application running on any library workstation.
▪ From the Start Menu, open Follett Applications located in the “Media Apps” file folder and double-click the Backup and Restore icon.
▪ Go to Browse, then to choose where to send your backup.
▪ After browsing for the destination of your backup, click on Backup.
2. How to run circulation reports. Included: Sample print out below.
▪ Open the Follett Applications Folder.
▪ Double-click on the reports icon.
▪ If you are password protected, you will be asked to enter your password at this time.
▪ You will see a window appear with the options cataloging reports and circulation reports. Click one time on circulation reports.
▪ A window will appear that gives you the option of choosing 18 different types of circulation reports.
Circulation Report
By Patron Type
3. How to do inventory
1. Before you begin your inventory you must prepare for it.
▪ First, create a schedule of when you will inventory the collection. Divide your center by call numbers and decide when you will do each section.
▪ Print a list of missing items and decide if they really are missing.
▪ Print a list of items that have not been assigned call numbers and assign them at this time.
2. Next, go to the inventory main window and click begin.
3. Choose either a full inventory or a partial inventory.
4. Click begin.
5. The begin inventory dialog will pop up. Once it is complete, close it out.
6. Now you are ready to enter copies into the inventory. You have three ways to do this:
▪ You can copy barcodes directly into the inventory window. However, to do this, you must bring every item a workstation with access to the inventory module.
▪ You can also scan copy barcodes with a PHD and then process the data at a workstation. This option will also create a list of books that are shelved out of order.
▪ You can also copy barcodes from a remote inventory data file created on a portable laptop or computer. This option also gives you the choice of creating a list of books that are shelved out of order.
7. Once you have entered in all of the books in your collection, you must process the data. To do this, go to the inventory main window and click remote inventory. A new window will appear.
8. Select your data file and shelf checking options and click proceed.
9. Once all of the information has been processed, an exception report will appear that alerts you to materials that may need to be double checked.
10. Once you have evaluated the exception report and have tried to enter a barcode for every unmarked item that you can locate, you must finalize the inventory. To do this, go the inventory main window and click finalize.
4. Printing shelf lists
▪ To print a shelf list go first to Follett Applications.
▪ Select Reports.
▪ Then click on Cataloging.
▪ Then scroll down to Shelf list. Then pick the section by call numbers or you can print your whole collection.
5. Running a collection age report. Included: Sample print out below
▪ Open the Follett Applications folder and double click the reports icon.
▪ Click one time on the cataloging reports menu.
▪ Go down to where you see either collection age by call number or collection age by subject. Click one time.
▪ If you choose Collection Age by call number, you will have to enter the range of call numbers you want in your report. You will also have to choose the Dewey ranges you want the information to appear in.
▪ If you choose collection age by subject, you will have to select the range of subjects that you want to have added to your report.
▪ Click print.
Circulation Report by Dewey Number
6. Printing bar codes and spine labels
Bar Codes
▪ Before you can print barcodes, you must first set up the layout of your label stock.
To set up your label layout:
▪ Go to the Bar Tender Menu
▪ Choose the Page Setup icon from the toolbar.
▪ A page setup dialog will appear. Define your label stock’s paper
size, orientation, margins, and labels.
▪ Click OK
Next, you must determine what information you want to appear on the labels. To edit the content:
▪ From the Bar Tender main menu, choose the create bar code icon from the toolbar.
▪ Click in the label viewing area of the main screen.
▪ Reposition the barcode if you would like to.
▪ Double click on the barcode.
▪ Choose modify selected object.
▪ Select the bar code tab.
▪ Choose a symbology from the symbology drop down list.
▪ Choose the Data Source Tab.
Then, you must decide if you would like to add text.
To add text:
▪ Go to the Bar Code Tender Main Menu
▪ Choose the text icon from the toolbar.
▪ Click on the label above the barcode.
▪ To change the text’s size and contents, double click on the text data and select the font tab.
▪ Select the data source tab and enter your library’s name.
▪ Click OK
▪ Once you are through with the setup, choose the print icon from the bar tender main menu.
▪ Click Print
Spine Labels
▪ Open the Follett Applications folder and double click the reports icon.
▪ Click one time on the cataloging reports menu.
▪ Go down to where you see spine/pocket labels.
▪ Select the barcodes or call number ranges that you want to print.
▪ Select the template that will match your spine/pocket label stock.
▪ Determine the horizontal and vertical offsets to control where the printing will start on the page.
▪ Click print.
7. Running custom indexes.
Follett Software does not have custom indexes; however it does have Limiters that let you make the searches on your local database more specific.
▪ To set your limiters, select Limiters from the Tools menu.
▪ To limit by publishing year, reading level, or interest level, choose Select and define the desired range.
▪ To limit searches by material type, select or clear the check boxes so only the material types you want to include are checked.
8. Running an unused barcode report
▪ Open the Follett Applications folder and double click the reports icon.
▪ Click one time on the cataloging reports menu.
▪ Go down to where you see Used/Unused Copy Barcodes and click one time.
▪ You will have to select unused barcode numbers.
▪ You must select the copy barcode where you want to start the search and the copy barcode where you want the search to end.
▪ Click Print.
9. Rebuilding the system using a backup.
▪ First make sure that you will be restoring your system from the most recent backup you have.
▪ Next, make sure that all Follett workstations are closed besides the one you are working on.
▪ Double click the backup and restore icon.
▪ Click once on the backup tab.
▪ Then, browse to select the correct databases to restore.
▪ Select the correct source to backup from.
▪ Finally, click restore.
Section Six: Troubleshooting Tips
1. Circulation Desk
|Message |Cause |
|Hourly due date is beyond today. Allow? |A patron is checking out something that has an hourly due date. You must decide |
| |what you want to set for the due date. |
|There is no fixed due date defined for patron |A patron is trying to check out a material that is set up as having a fixed due |
|type… |date. However, no due date has been defined. |
|This copy has been missing since… |A patron is trying to check out a material that was missed during a previous |
| |inventory. You must acknowledge the message and then you can proceed to check |
| |out. |
|This copy is checked out to…Proceed? |A patron is trying to check out a material that is already checked out to another|
| |person. If you allow the check out, the computer will automatically check in the|
| |material and then re-check it out. |
|This copy was lost. |A patron is trying to check out a material that has been determined to be lost. |
| |If the patron who lost the material has already paid for it, Circulation will |
| |issue a refund. If the patron has not already paid, Circulation will change the |
| |lost status. |
|There are no copies for this title. |This occurs when you are attempting to select a title for which there are no |
| |copies in the Find Title dialog. |
|This copy is lost and cannot be renewed. |This message might mean that a patron has found a copy of a material that was |
|Please check it in. |previously thought to be lost. You must first check the material in and then it |
| |can be checked out to your patron. |
|This copy is missing and cannot be renewed. |This message has appeared because a patron has tried to check out a material that|
|Please check it in. |did not appear on the latest inventory. You must first check the material in and|
| |then you can check it out. |
|This copy is not checked out and cannot be |This message indicates that a patron attempted to check out the material |
|renewed. |previously but due to an unforeseen problem, the material did not scan properly. |
| |Try scanning the barcode to see if the material will scan. Your problem may be |
| |with a faulty barcode. Check the material out to the patron to proceed. |
|This copy is on hold for…Since the copy is not |This message indicates that this particular material should have been placed on |
|checked out, it cannot be renewed. |the hold shelf but was not. If you want to allow the transaction, go to the |
| |checkout window and proceed. |
|Re-circulating temporary material. Proceed? |A patron is attempting to renew a material that was set up in circulation as |
| |temporary and is intended to have a limited shelf life. You can renew the |
| |material however. |
2. Helpful Hints
1. Do not start the inventory process until you are ready to take inventory. If you are still checking in and out the inventory will not be accurate.
2. Keep at least one copy of the back up disk outside the school building in case of fire.
3. Make sure that there is a set plan of communication between the media center and the counselor’s office for when a student is being withdrawn from the school. Make sure to follow the procedures set up by the counselors. Have them contact the media center before the student is withdrawn to check and see if the student owes any books or fines to the media center.
4. Reassign students who have been withdrawn, but still owe books/fines to a new homeroom titled “MOVED,” rather than deleting them. Make sure to input the fine into SASI (student database).
5. Re-Boot! The most common advice given to us from Follett when we have a problem is RE-BOOT.
6. As you delete individual lost or discarded items, notice whether it is the last copy of that particular item. If it is the last copy, be sure to delete the MARC record to remove it from the collection. An exception to this would be if you would be ordering a replacement copy of the item.
Collaboration Resources
Interlibrary Loan Procedures
To request an item via ILL, patrons should fill out the ILL form in the Appendix and return the form to the library staff.
When to Use It:
If needed books or periodicals are not in our collection, the Library will attempt to locate them in another library and borrow them for you.
Who May Use Interlibrary Loan:
Anyone who has a Ducky Public Library card may request Interlibrary Loans.
Plan Ahead:
Allow for a minimum of two weeks from the time of submitting a request until receiving the material (although materials sometimes arrive sooner). Some items classified as genealogy or reference, and very recent publications, are not possible to borrow through Interlibrary Loan. Be sure to give a daytime phone number and a current address and you will be notified by the Interlibrary Loan Technician as soon as the requested materials arrive.
Initiating Requests:
1. Use the Interlibrary Loan request form from the Appendix.
2. Ask a Librarian for assistance in completing the form accurately, if necessary
3. Turn in the completed form at the Reference Desk.
4. There will be a $1.00 charge for each item requested when you pick it up.
Can't find the book you want in our library catalog? We can request it for you from another library, and you can pick it up at the Ducky Public Library.
The form found in the Appendix is for making an Interlibrary Loan request. Please fill in the fields and we will attempt to get the item you requested. If we are able to borrow the item from a participating library, there will be a $1.00 charge per item when you pick it up.
Reconsideration of Materials Procedures
Objections may be raised to instructional materials used in the Ducky County School District’s educational program despite the fact that the individuals selecting such material were duly qualified to make the selection, followed proper procedure and observed the criteria for selecting such material. To have standing to either initiate a complaint or intervene through the appeal process, a person must be a citizen of Ducky County. When an individual raises a question concerning the content of any material, the person and the question should be treated with respect for the rights of the questioning individual and the rights of others who may view the material differently.
1. Initial Objection:
The material in question shall remain in use unless removed through the procedure in this section. The Library Media Specialist should:
a. Listen to the person's objection and make reasonable efforts to resolve the issue;
b. Explain the selection process utilized and offer alternative assignments if appropriate and consistent with curriculum requirements;
c. Refrain from voicing personal opinion;
d. The Library Media Specialist should file written documentation of this contact with the Principal; and
e. In the event the person making an objection to the material is not satisfied with this initial resolution of the situation, the Principal shall explain the selection process and the appeal procedure for challenged materials while refraining from expressing personal opinion.
2. Formal Complaint - School Level:
If, after consultation, the complainant desires to file a formal complaint, a copy of the Instructional Materials Appeal Form (included in the Appendix) should be given to the complainant by the library media specialist or Principal.
a. The Instructional Materials Appeal Form shall be:
(1) Completed and signed by the complainant,
(2) Filed with the Principal, and
(3) A copy should be forwarded to the Supervisor of Library Media Education and the Assistant Superintendent for Curriculum and Instruction of the Ducky County School District.
(4) Any Instructional Materials Appeal Forms received within the last thirty (30) calendar days of the school year may be referred for Committee action the following school year.
b. The complainant should be notified in writing that the Instructional Materials Appeal Form has been received and that the District’s appeal procedure has been initiated.
c. If the challenged material has been checked out from the school by the complainant, the material must be returned to the school before the appeal will be considered.
d. A complainant may request alternative assignments to the challenged material for his/her student. Any alternative assignments must be appropriate and consistent with curriculum requirements.
e. Complaint Review:
The complaint should be considered by the School Media Committee. The review process is as follows:
(1) Any action taken related to challenged materials should be taken by action of the entire School Library Media Committee and not by an individual, including the Principal.
(2) The School Library Media Committee should meet and render a decision within forty-five (45) working days after receipt of the Instructional Materials Appeal Form.
(3) Prior to evaluating the complaint, Committee members should:
(a) Read, view, or listen to the material in question in its entirety,
(b) Read the Instructional Materials Appeal Form completed by the complainant, and
(c) Read available professional evaluations pertaining to the material under review. The Library Media Specialist and/or Supervisor of Library Media Education should compile necessary professional evaluations of the material in question.
(4) When Committee members have completed the steps outlined above, the School Library Media Committee should meet to:
(a) Review the concerns expressed,
(b) Discuss the materials relative to appropriateness to grade level and curriculum. In determining the suitability and value of the material, the Committee should consider the following:
1) Relevance;
2) Pervasive vulgarity;
3) Quality, content and manner of presentation, and appropriateness to age, sophistication and grade level of students; and
4) Space limitations and obsolescence.
(c) Render a majority decision relative to requested actions as long as a quorum is present. The decision should be communicated to the Principal and may be to:
1) Take no removal action;
2) Remove the challenged material from the local school if the Committee finds the material is pervasively vulgar and/or lacking in educational value throughout;
3) Place the material at another school level;
4) Regulate the assignment of the material.
(d) Review a subsequent appeal on the same item at the discretion of the School Library Media Committee.
f. Notification:
Within five (5) working days of the School Library Media Committee decision, the Library Media Specialist or Principal should:
(1) Officially notify the complainant in writing by first class mail of the decision reached and advise of the procedures to appeal including the ten (10) work day limitation; and
(2) File a copy of the Committee’s decision with the Supervisor of Library Media Education and the Assistant Superintendent for Curriculum and Instruction of the Ducky County School District.
g. Implementation of a decision rendered by the school or District Library Media Committee should be held in abeyance until the appeal process is exhausted.
(Cobb County School District, n.d.).
Scheduling of LMC
Flexible Scheduling - Library Media
Access to the library media center allows the use of the library media center at the "point of need" by individuals, groups, and/or classes through mutual planning by the library media specialist and the classroom teacher to integrate information literacy skills and literature into the classroom curriculum. Students and teachers must be able to come to the center throughout the day to use information sources, to read for pleasure, and to meet and work with other students and teachers
Library Use:
Students are encouraged to utilize the library media center for all reading and research needs. However, students/parents are responsible for any lost books that might be misplaced by the student during the year. Outstanding library fines and lost book costs will result in lack of library privileges until the fines/costs are paid in full. Students are encouraged to use the library media center during school hours especially during their study period with a pass signed by their teacher and their student planner.
Accelerated Reader Program:
Students may participate in the Accelerated Reader program each year to earn prizes. The program runs from the first day of school until the 1st day of May at which time prizes will be awarded.
Hours:
Regular library hours are from 7:30-4:00 daily.
Scheduling Classes:
Teachers may schedule the library media center for their classes to do research assignments and projects.
**No in text citations provided - Please see Yavo References on page 74
RESERVING THE LIBRARY MEDIA CENTER
FOR GROUPS
Directions for making your reservation
• When you find an open date that you want to reserve, click on the number of that date and type your last name followed by the hours you will need the library or lab. For example: Smith 1 - 7 -- This would mean you would be bringing a class to the library or lab each and every hour (except lunch & Advisory class) of the day. If you sign up for a date where another teacher has scheduled a partial day, be careful that you do not sign up and overlap in their reserved time!
• Since we operate on a flexible access scheduling, you may schedule up to three consecutive days for research. The LMC is scheduled by teachers as needed to support their curriculum. Due to the large amount of students and teachers that we have, we do not schedule a set day each week for groups.
• Teachers are required to remain with and supervise their classes. Small groups of five can be scheduled in without the teacher.
• The Media Specialist welcomes the opportunity to help teachers plan units of instruction, sharing and explaining what resources are available and how to use them.
Sending students to the media center:
1. All students should have a signed pass to the media center.
2. Send only 5 or fewer unaccompanied students at a time.
3. Students may come to the media center before school and after school and during their lunch without a pass.
4. Classes in session in the media center take priority over individual students on computer use.
5. Students may check out 2 books at a time, with a 2 week check out period.
6. Do not send students to make up tests, per Leadership policy. With everything that goes on in the media center, it is next to impossible for us to monitor test-takers.
7. Substitutes may not send students to the media center, per Leadership policy.
**No in text citations provided - Please see Yavo References on page 74
Media Center Paraprofessional Duties
Job Summary
• Assists Media Specialist in carrying out lesson plans. May assist in the instruction of students in a variety of subjects.
• Assists library users in locating, borrowing, and returning library materials.
• Assists in cataloging, reshelving, and maintaining Library materials.
Activities
• Assists students and faculty in locating library materials. Directs users to call number locations, suggests possible sources of information, etc. Pulls materials requested by faculty; prepares copies as necessary.
• As directed by the media specialist or teacher, works with students individually or in small groups to reinforce concepts presented in lesson plans. May assist students in completing specific assignments.
• Checks out audiovisual materials and equipment.
• Pulls materials for students and faculty.
• Delivers, sets up, and operates equipment as requested by faculty.
• Processes return of borrowed materials (cleans equipment and makes minor repairs, stores materials, etc.).
• Checks out printed materials for students and faculty.
• Processes return of borrowed materials (stamps return date, replaces book cards, checks materials for damage, etc.).
• Repairs materials as necessary.
• Re-shelves books and periodicals; straightens shelves as necessary.
• Processes Library materials under supervision of the Media specialist. Types spine labels, book cards, book list, and cards for card catalog.
• Maintains accurate circulation records.
• Prepares and distributes overdue notices.
• Assists with semiannual library inventory.
• May design library bulletin boards. Prepare materials for displays; put items on the board. Change bulletin boards periodically.
• May supervise student aides. Monitors work; assists and guides students in completion of work assignments.
• Types correspondence, requisitions and purchase orders, work orders, etc.
• Monitors activities to ensure safety of students and compliance with school rules.
• Other duties as assigned.
(Idaho Department of Education, n.d.)
Library Volunteer Duties
There are many volunteer opportunities in the Ducky School System Library. Not only do our collection items need service, so do the many patrons who use our facilities.
Volunteers help to supplement the public relations of a library by their direct and personal involvement. They are also an excellent liaison to the community. Their help in promoting and presenting programs and services also market the library to the public.
The following list includes examples of what our volunteers do:
• Assist the SLMC with preparation for various programs for patrons
• Help process new items to be shelved for the first time
• Conduct tours of the Chickahoochee High School Library
• "Read" shelves to be sure all items are in proper order
• Shelve books
• Prepare bulletin boards or arrange displays in the media center
• Serve at special events
• Guide patrons doing research
(Greenville County Library System, 2008)
[pic]
Appendix
Important Media Center dates:
Event Date
|Book fair- 2 per year |(fall/spring) Normally during the week of a PTA/PTO meeting and |
| |1st (fall is during Open House) and spring(during final PTO/PTA |
| |meeting to close out school year) |
|Children’s Book Week |3rd Week in November |
|Black History Month |Entire month of February |
|National Library Week |3rd Week in April |
|Georgia Council of Media Organizations Convention in Athens |October 15-17 |
|Georgia Children’s Literature Festival |October 15, 2008 |
|budget deadlines |provided and approved after the fiscal year begins (for teacher |
| |requests and for finalized budget) |
|HOLIDAYS: |Sep 03 |
|Labor Day | |
| |Nov 21-23 |
|Thanksgiving | |
| |Dec 21-02 |
|Christmas/New Year’s | |
| |Jan 21 |
|Martin Luther King Day | |
| |Mar 23 |
|Easter Mar | |
| |Apr 08-11 |
|Spring Break | |
| |May 26 |
|Memorial Day | |
| | |
VIDEO REQUEST FORM
(For film titles not obtained from the media center or CHS Film Library or not previously adopted for use.)
___________________________________ __________________
Teacher’s Name Date
___________________________________ __________________
Title Rating
Running time________________
Date/time to be shown_________________________________________________
Grade(s)/course(s) in which it is to be used______________________________
Source of the Video:
______ Personal Property (Purchased)
______ Personal Property (Privately taped off-air on ____________)
______ Rental
______ Public Library
______ Other Explain: _________________________________________________
The film supports the curriculum in the following manner: (If the title is PG, PG-13 or R-rated, please include the alternate activity for students whose parents do not give permission for their child to view the film.)
________________________________________________________________________
________________________________________________________________________________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Principal/Approved/Date (Initial) Principal/Disapproved/Date (Initial)
*File with the Principal at least five days before the proposed date of use.
White – Principal Pink – Originator
(Lely High School Media Center Handbook, n.d.)
Library Bill of Rights
The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.
I. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.
II. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
III. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.
IV. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.
V. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.
VI. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.
Adopted June 18, 1948.
Amended February 2, 1961; June 28, 1967; and January 23, 1980,
inclusion of “age” reaffirmed January 23, 1996,
by the ALA Council.
Interlibrary Loan Request Form
Request date ______________________
Need before _______________________
Request number _____________________
Client information _______________________________________________
Borrowing library name and address
Citation Information
Book author ____________________________________________________
Book title ______________________________________________________
Publisher ___________________ Place ______________ Date __________
Series _________________________________________________________
This edition only ___________________ ISBN _ ______________________
Serial title ______________________________________________________
Volume / issue _______________ Date _________ Pages _______________
Author of article _________________________________________________
Title of article __________________________________________________
ISSN ___________________________
Audiovisual title ________________________________________________
Date of publication ______________________________________________
Verified in and / or cited in ________________________________________
Other bibliographic number _______________________________________
Lending library name and address
Lending library phone ____________________________________________
Lending library fax ____________________________________________
Lending library email ___________________________________________
Lending library electronic delivery address ____________________________
Notes _________________________________________________________
______________________________________________________________
Request complies with
[ ] 108(g) (2) Guidelines (CCG)
[ ] other provision of copyright law (CCL)
Authorization ______________________________________
Phone ____________________________________________
Fax ______________________________________________
Email _____________________________________________
Electronic delivery address ____________________________
Type of request:
[ ] Loan
[ ] Photocopy
[ ] Estimate
[ ] Locations
Charge information
Account number ________________________
Maximum willing to pay _________________
Have reciprocal agreement _______________
Payment provided ______________________
Lending library report
Date of response ________________________
Date shipped __________________________
Shipped via ___________________________
Insured for ____________________________
Return Insured [ ]
Packing Requirements ___________________
Charge _______________________________
Date due ______________________________
Use restrictions
[ ] Library Use Only
[ ] Copying not permitted
[ ] No Renewals
[ ] __________________________________
Not sent because
[ ] At bindery
[ ] Charge exceeds limit
[ ] Hold placed
[ ] In process
[ ] In use
[ ] Lacking
[ ] Lacks copyright compliance
[ ] Locations not found
[ ] Lost
[ ] Non-circulating
[ ] Not found as cited
[ ] Not on shelf
[ ] Not owned
[ ] On order
[ ] On reserve
[ ] Poor condition
[ ] Prepayment required
[ ] Request on ________________________
[ ] Volume / issue not yet available
[ ] __________________________________
Estimate for
Loan ________________________________
Copy ________________________________
Microfilm ____________________________
Microfiche ____________________________
Borrowing library report
Date Received _________________________
Date Returned _________________________
Returned via __________________________
Insured for ____________________________
Payment Enclosed [ ]
Renewals
Date Requested ________________________
New Due Date ________________________
Renewal Denied [ ]
(American Library Association, n.d.)
Professional Development Association Contact Information
American Association of School Librarians ala/aasl
50 E. Huron St., Chicago, IL 60611; 800-545-2433, x4382/312-280-4382/FAX 312-280-5276; aasl@
CONFERENCE Charlotte, NC, Oct. 5–8, 2009
American Library Association
50 E. Huron St., Chicago, IL 60611; 800-545-2433; library@
CONFERENCES Midwinter, Denver, Jan. 23–28, 2009 ; Annual, Chicago, Jul. 9–15, 2009
International Federation of Library Associations & Institutions
PO Box 95312, 2509 CH The Hague, Netherlands; 31 70 314 0884/FAX 31 70 383 4827; ifla@
CONFERENCE World Library & Information Congress, Milan, Italy, Aug. 23–27, 2009
International Association of School Librarianship iasl-
Exec. Secy., PO Box 83, Zillmere, Queensland 4034, Australia/FAX +617 3633 0570; iasl@.au
CONFERENCE Abano Terme, Italy, Sept. 2–4, 2009
Georgia Library Media Association
GLMA Executive Office
2711 Irvin Way, Suite 111
Decatur, GA 30030
404.299.7700
glma@jlh-
Annual GAComo Conference held in October
Georgia Library Association
GLA/P.O.Box 793
Rex, Georgia 30273
678-466-4339
678-466-4349 (FAX)
bob.fox@library.gatech.edu
Annual GA Como Conference held in October
Facilities Floor Plan
[pic]
Our rationale:
We decided that, first, the circulation desk needed to be in a location that could view more of the library at once. We also thought that it should be closer to the entrance, so patrons could more quickly check in and out books. Furthermore, the library office is on the front wall, so we decided the circulation desk should be right in front of the office. This way, the media specialists could be working in their office and still quickly access the circulation desk if a patron were waiting there. Because the Smart Board is on a wall on the right in the rear of the library, we decided to move the computers in front of it. This way, the teacher or SLMS could use the Smartboard and the students could be on computers at the same time.
We felt that the seating area should be right in the middle of the library, and close to the circulation desk, since students often sit there to “visit” and sometimes need supervision. We also wanted to move the seating area away from the printers so they could be easily accessed. We decided to put the reference area right next to the seating area, in case students needed a place to sit and peruse the books to see if they could use them.
We moved the books (all but reference) along the back wall to maximize the space allotted, and moved the reference books next to the books so that all books would be together. This will help when a class is in the library and all students must find a book at the same time. Having the books on the back wall will also help with controlling foot traffic and keeping “jams” to a minimum. Finally, we felt that the desks should be close to the books and the circulation desk, so they can check in and out books if need be, and be working with their classmates at the same time.
INSTRUCTIONAL MATERIALS APPEAL FORM
Ducky County School District
Author ___Print _____ Non-print _____
Title
Publisher (if known)
Request initiated by
Address ____________
Street City State Zip
Opinions represent: □ Self □ Other
1. To what in the material do you object? (Please be specific; cite sections or pages)
2. What do you feel might be the result of reading/viewing/listening to this material?
3. For what age group would you recommend this material?
4. Did you read/view/listen to the entire material? □ No □ Yes
What parts?
5. What did you find acceptable about this material?
6. Are you aware of the judgment of this material by qualified critics or review sources?
□ No □ Yes If yes, please give citation
7. What do you believe to be the theme of this material?
8. What would you like your school to do about this material?
□ Do not assign it to my child □ Place material at another school level
□ Withdraw it from all students □ Other
9. In its place, what material of equal quality would you recommend?
Signature Date
(Cobb County School District, n.d.).
SAMPLE PURCHASE ORDER Date: November 17, 2008
SCHOOL: Wheeler High School
TEACHER NAME: Robert Case
ORG: Wheeler High School Media Center
Object Code: 5
Purchase Order #:__3__
Purchase Authorization:__Robert Case__
To insert your order, double-click on the chart below then fill in the cells. After you have finished keying your order, press the Escape button one time and your order will be placed in this chart. When you enter the quantity and the Unit Price, the Extended Price and Grand Total will be calculated automatically.
References
American Library Association. (2007). Position Statement on the Value of Library Media Programs in Education. Retrieved September 20, 2008 from
American Library Association. (2008). Library Bill of Rights. Retrieved October 15, 2008 from
American Library Association. (2004). The Freedom to Read. Retrieved November 19, 2008 from
Bishop, K (2007). The Collection Program in Schools (4th ed.) Westport, CT: Libraries Unlimited.
Baltimore County Public Schools. (n.d.). Selection Criteria for School Library Media Center Collections. Retrieved October 5, 2008 from
Bartow County School System. (n.d.) Cass High School Media Center Handbook, Retrieved October 22, 2008 from
Clayton County Public Schools. (2008). Program Development. Retrieved September 8, 2008 from
departments/instruction/mediaservices/handbook
Cobb County Public Schools. (2008). Library Media Program Goals and Standards. Retrieved September 5, 2008 from
Cobb County Public Schools. (2008). Library Media Selection & Purchasing. Retrieved October 22, 2008 from
Cobb County Public Schools. (2008). Media Programs and Supplementary Materials Selection. Retrieved Novemer 19, 2008 from
Dekalb County School System. (n.d.) Cedar Grove High School Library Media Center Handbook, Retrieved October 22, 2008 from
Dekalb County School System. (n.d.) Columbia Middle School Library Media Center Handbook, Retrieved October 26, 2008 from
Dekalb County School System. (n.d.) Lithonia High School Library Media Center Handbook. Retrieved September 5, 2008 from
District School Board of Collier County. (n.d.). Lely High School Media Center Handbook. Retrieved October 5, 2008 from
Georgia Code- Title 20- Section 20-2-1013 (2006). Retrieved October 1, 2008 from
Georgia Council of Media Organizations. (n.d.) Como 2.0, 2008. Retrieved September 20, 2008 from
Georgia Department of Education Rule Number 160-4-7.08 (2007). Retrieved October 1, 2008 from
Greenville County Library System. (2008). What do volunteers do. Greenville County Media Handbook. Retrieved October 2, 2008 from .
Hillsboro County Public Schools. (2008). Media Handbook.
Retrieved October 2, 2008 from
Idaho Department of Education. (n.d.) Idaho School Librarian's Information Manual. Retrieved September 20, 2008 from
Keeton, J. and White, M. (n.d.) Clifton Elementary Library Media Center Handbook. Retrieved October 15, 2008 from
Lamb, A. and Johnson, L. (n.d.) The School Library Media Specialist. Retrieved September 20, 2008 from
Paulding County Schools. (n.d.). Media specialist’s handbook.
Round Rock Independent School District. (2008). Library Operations - General Information. Retrieved October 5, 2008 from
Southwest Michigan Library Cooperative. (2007). Advocacy Plan. Retrieved September 20, 2008 from
Tasmania Department of Education. (2008). Section 5: Continuing professional development for library staff. Library Guidelines.
Tyner, D. and Ellington, M. (n.d.) Gladden Middle School Media Center Policy Manual. Retrieved March 30, 2008 from
Workbook for selection policy writing. (n.d.). Office for Intellectual Freedom, American Library Association. Retrieved on November 19, 2008, from:
** Yavo_References
• "School Library of Philadelphia." School Library Handbook July 1999. 24 Oct 2008 .
• "University Library High School Library." Interlibrary Loans 24 Oct 2008 .
• "The North Kansas City Public Library and High School Media Center." Volunteer Services 24 Oct 2008 .
• "Kentucky Department Of Education." Library Media 24 Oct 2008 .
• "Charles R. Drew Middle School." Drew/Lincoln School Library Media Center 24 Oct 2008 .
• "Mountain Home Public Schools." RESERVING THE LIBRARY MEDIA CENTER 24 Oct 2008 .
• "West Forsyth High School." WFHS Media Center 24 Oct 2008 .
• "Dekalb County Public Schools." DeKalb County Public Library - Policies 24 Oct 2008 .
[pic]
-----------------------
Student name:
[pic]
SHIP TO:
Wheeler High School
375 Holt Road
Marietta, GA 30068
Phone: 770.578.3266
Vendor: Follett Library Resources, Inc.
Address: 1340 Ridgeview Drive
City: McHenry
State: Illinois Zip Code: 60050
Phone: 888.511.5114 or 815.759.1700
Fax: 800.852.5458 or 815.759.9831
................
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