Library Regulations


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Library Regulations

  1. 1. Library Manual 2011/2012 Author: Ana Cob
  2. 2. IntroductionThe Beijing BISS International School Library aims to support the school’smission statement “To educate and empower our students to attainpersonal excellence and positively impact the world”. The Library will alsoaim to support and lead the school in their aim to create students that areinquirers, knowledgeable, thinkers, communicators, principled, open-minded, caring, risk-takers, balanced and reflective. Hence The Library willaim to provide resources to reflect the diversity of cultures, languagesspoken, ages, curricular and non-curricular needs as well as interests of theBISS community. Equally, Library staff will support curriculum creation,development and evaluation.This procedures manual for the BISS Library attempts to codify the policiesand procedures of the library to provide for the orderly functioning of itsprogram and services, especially in light of the regular addition of new staffto the school and library. This is the first edition of the manual, drafted inApril 2011.Position on Intellectual FreedomThe BISS community supports the American Library Association Library Bill ofRights in their affirmation that all libraries are forums for information andideas, 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 libraryserves. 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 pointsof view on current and historical issues. Materials should not be proscribedor removed because of partisan or doctrinal disapproval.III. Libraries should challenge censorship in the fulfillment of theirresponsibility to provide information and enlightenment.IV. Libraries should cooperate with all persons and groups concerned withresisting abridgment of free expression and free access to ideas.V. A person’s right to use a library should not be denied or abridged becauseof origin, age, background, or views.VI. Libraries that make exhibit spaces and meeting rooms available to thepublic they serve should make such facilities available on an equitable basis,regardless of the beliefs or affiliations of individuals or groups requestingtheir use.Adopted June 19, 1939, by the ALA Council; amended October 14, 1944; June 18, 1948;February 2, 1961; June 27, 1967; January 23, 1980; inclusion of “age” reaffirmed January23, 1996 4
  3. 3. DescriptionAs of August 2009 BISS has two libraries, one named “Elementary Library”and the other “Secondary Library”. They are located on the 2nd floor of thebuilding. The rooms have gone through refurbishing and readapting to theschool needs. In the Summer of 2009 the previous Library saw a splitbetween the Elementary and the Secondary sections. The latter moved tothe MMR (Multi Media Room), which was already under the supervision ofthe librarian and housed a computer lab and some resources. Space islimited however we have worked hard to maximize the use of the space wehave.Both libraries use the Dewey Decimal System to classify the materials andare then divided into Fiction and Non-Fiction sections. Appropriate signagehas been used to guide patrons to find the resources.The Library Management System “Destiny” from Follett Company wasacquired and installed in early 2010, allowing patrons to search for Libraryresources online. 5
  4. 4. Collection developmentThe BISS Library collection includes approximately 25.000 titles. There arealso magazines and paid for online resources. Titles in Chinese, Japaneseand Korean are also available. The library is developing a parent sectionthat includes books on parenting as well as Chinese culture and issuespertinent to the expatriate community.PatronsUsers of the Library include students, teachers, staff and parents in the BISScommunity. The collection should be developed to reflect the diversity ofcultures, languages spoken, ages, curricular and non curricular needs as wellas interests of the community. Materials with a wide range of difficulty,levels of instruction, diversity of appeal and points of view will be madeavailable for users.Categories and call numbersA number of categories are used to classify materials. BISS Library uses asimplified version of the Dewey decimal system. Alterations are made withfiction books as well as with Biographies, which are traditionally not labeled920. An effort has been put into deleting different call numbers, but thecatalogue may still include some older materials with old call numbers.These are the categories currently in use and some of the ones that havebeen changed to integrate them into the general categories: • E: Easy or Everybody books. This category includes picture books. • JF: Junior Fiction. This category includes fiction titles (chapter books) for Elementary students. • J Dewey #: Junior Non-Fiction. Non-Fiction titles for Elementary students. Often used by Secondary ESOL students as well. • F: Fiction: Fiction titles for Secondary students and adults. • REF: Reference titles. • P: Not yet active. Parent oriented books, including books on living abroad, living in China and parenting books. • PROF: Professional titles. Teaching books and materials. • DVD: DVD materials. • CH: Chinese language titles. • K: Korean language titles. • N: Japanese language titles. • AB: CD-Roms. Gradually withdrawn. • T: Teacher materials. Gradually re-labeled as PROF. • A/CD: Audio materials. Gradually withdrawn. • AV: VHSs videos. Copies have been withdrawn. 7
  5. 5. CirculationThe circulation policy aims to reflect and respond the borrowing needsof the school community. Borrowing times and amounts can be adjusted asrequested and upon agreement with the TL. • Students up to G1: One book for one week • Students G2 through G6: Three books for one week • Students G6 through G12: Three books for two weeks • Staff: Three books for two weeks • Parents: Three books for two weeks • Faculty: unlimited books for six weeks.The DVD and professional collection will be borrowed by teachers and staffonly.Generally, items need to be returned before new ones are borrowed. Nofines will be issued for overdue materials.Patrons can check at any time what items they have checked out by logginginto Destiny. Teachers also have the privilege of request materials onlinethrough Destiny Quest. Tutorials can be found on Appendix IX.Resource lists for all the different PYP Units of Inquiry have been createdand can be accessed and updated on Destiny. They need to be updated bythe Teacher-Librarian when new resources come in as well as on yearly basisThis is particularly important when the direction of a UOI changes, to makesure that the resources fulfill their purpose. These lists also need to beattached to the relevant UOI records on Atlas Rubicon every time a UOIfinishes.Teachers can create their own resource lists. A tutorial on how to do thatcan be found on Appendix IX.Access to materialsPatrons will have access to different parts of the collection according totheir age, maturity and needs. Elementary students will be encouraged touse exclusively the Elementary library. In the upper Elementary gradeshowever, situations will arise which require students to make use ofmaterials located in the Secondary section. At these occasions the TL willmake use of his/her professional judgment to allow access to thesematerials by making sure that no inappropriate materials are used by youngstudents. 17
  6. 6. Secondary School students will be encouraged to use the Secondary library.However they have access to the Elementary library and its materials asrequired.All students will have restricted access to DVDs and materials on theProfessional section. Students will be able to use the parents section butthey will be monitored to make sure that non appropriate materials are norbeing used.Exceptions can be made upon consultation with the TL.Circulation proceduresThe issue desks of both Elementary and Secondary librates have a printedlist of students, which is regularly updated to reflect changes in studentpopulation. When a patron joins the BISS community, a record is createdaccording to Destiny specifications. • Each student has a unique and nontransferable number given to them by the school and reflected on their ID card. This number will also be used as library number and will be printed on the aforementioned list. • Parents will have a unique number as well, but since they do not have an ID card, their number will be automatically created by Destiny when their record is created. • Faculty and staff have an ID number like students but this is not as widely used as for students. For example, teachers’ account number for Studywiz is different to that on their ID cards. Hence their username will be the first part of their email address (ie “NSurname” for “Surname, Name”). This is subject to change is the school starts using the ID card or any other number across the board in the future.Patrons will be able to borrow items as long as they do not have overduematerials. While exceptions can be made, every effort should be made toretrieve items on time. Items will be scanned individually when borrowingand when being returned to the library to add or delete them from thepatron’s record.Borrowing data is automatically kept by Destiny and reports can beproduced by the TL.Every six weeks a rotation of materials occurs when PYP teachers borrowresources for the UOIs. The Teacher-Librarian should keep an eye on thedates to be prepared and try to be aware when the dates have beenmodified. The Teacher-Librarian will communicate with homeroom teachersto find out when they need the resources and how they want them,especially if this occasion can be used for teaching Library skills. In the case 18
  7. 7. of more than one homeroom teacher per grade level, the Teacher-Librarianinvestigate how they want the books issued. In the past, issuing alternateUOI books to each teacher has resulted on materials being lost in otherclassrooms. Teachers being asked to pick up their materials in pairs (so thatthey can choose whichever books they want issued to whom) has not provedextremely successful either, resulting on fewer materials used in theclassrooms. An agreement need to be reached between the Teacher-Librarian, the teachers and the management as to how to proceed with thisin 2011-12.Lost or damaged itemsBISS has a policy on lost and damaged items that staff and students need tosign. The School’s policy will be followed. Money is collected for lost libraryitems will be placed back into the Library budget to replace lost copies bythe Accounts office.Teachers and staff will be responsible for items that have been issued intheir names, including those for classroom use such as UOI books. The policyform can be found on Appendix X.If a student at the end of the year has not returned their borrowed items,he/she will need to pay for it. Their clearance form should not be signeduntil the items are paid for.Destiny records for parents will be checked before the last week of the yearto make sure they have returned all their items. They will be contactedotherwise and their child/ren form will not be signed until all items arereturned.Materials lost by students will need to be paid for. Parents will be informedby the Teacher-Librarian directly and the homeroom teacher will be advisedabout this communication.An effort will be put into making sure that items are not lost: 1. All items will be returned before the end of the academic year. 2. Teachers are encouraged to keep all Library items to use in their class in one place. They are given a sign labeling that place as well as a “Class borrowing sheet” (Appendix XI) which helps teachers and teaching assistants keeping track of the library books they borrow and lend to students. However, it is ultimately the teacher’s responsibility to return the borrowed books. 3. The Library assistants will distribute an overdue list weekly through the homeroom teachers’ pigeon holes. It is the teachers’ responsibility to communicate their overdues to the students but the Library Assistants and Teacher Librarian will keep an eye on the lists to follow up on really overdue materials. In the case of overdue 19
  8. 8. materials on teachers accounts, the teacher will not be penalized tonot taking items out, but they will reminded to return them. Overduelists are issued to them weekly in the same way that students are.The option of sending overdue notices through email needs to beconsidered in the future. 20