REVIEW OF RELEVANT LIBRARY POLICIES 1 Review of Relevant Library Policies Autumn Schaffer Georgia Southern University FRIT 7132
REVIEW OF RELEVANT LIBRARY POLICIES 2 Review of School Media Center Policies and Procedures It would be safe to say that all schools, despite the age of the students that they educate, has developed policies and procedures to aid in the overall functioning of the media center. Some policies are specified for media center procedures while some are universal for the entire school. Some polices are developed for day-to-day happenings within the media center while some procedures are designated for specific situations. Nevertheless, these descriptions of activities and functions within the media center are highly important and make sure that the actions within the media center are regulated. As explained by Wendy Morlan, Director of Pleasanton Lincoln Library in Kansas City, “These rules aren’t meant to restrict your use of the library, but to maintain order and create a harmonious atmosphere all can enjoy”. Lamar County’s epolices can be located at this link: https://eboard.eboardsolutions.com/Index.aspx?S=4099. I. Policies Affecting Materials (Print/Non-Print) within the Media CenterMedia Center Specific Policy Current Policy New Policy OR Policy within Lamar within Lamar Revision to Current Policy County CountyDefinition of IFBC- Media Very through list of No revision needed.Instructional Program Polices “materials ofMedia Policy Revised: communication which 2/10/2009 contribute to teaching and learning.” Includes print, non-print, media, electronic software, and internetMedia Advisory IFBC- Media Two media advisory No revision needed.Committee Policy Program Polices committees are explained Revised: in detail. 2/10/2009 -The System Media Advisory Committee is headed by the Superintendent of the school. He/she appoints staff from within the entire school system including teachers, administrators, and community members. -The School-Level Media Advisory Committee is composed of members within each school, meets annually, and follows a defined set of goals, responsibilities, as well as duties.Organization and IFBC- Media States directly that all No revision needed.
REVIEW OF RELEVANT LIBRARY POLICIES 3Availability of Program Polices school-owned print andPrint and Non- Revised: non-print materials, as wellPrint Materials 2/10/2009 as instructional materials,Policy should be organized and made available through the media center. -Includes student basal text, teacher edition text, and consumable materials. -Specifically states that sets of non-basal enrichment texts should not exceed more than 30 copies and should be housed in the media center when not checkout out.Selection of IFBC- Media Specific requirements for No revision needed.Suitable Program Polices the selection of book andMaterials Policy Revised: media are detailed. Examples/Resources: 2/10/2009 Members and meetings of *Hopkinton School District provides specific the selection committee are guidelines for the selection of library resources. It’s also explained. objective, criteria, and procedures are specifically explained in detail, which is a beneficial addition to -Readings for middle and the selection policy: http://bit.ly/LPprS high school syllabi as well as responsibilities of the *The Hawaii Office of Curriculum, Instruction, and approval committee within Student Support provides an extensive breakdown of the selection process is the general criteria as well as specific considerations explained in detail. to look for during the selection process. Some of these specific considerations include: accuracy, -Video and DVD selection durability, interest and appeal, price, and relevancy. and approval are Controversial subjects , electronic, and professional specifically addressed. materials are also addressed: http://bit.ly/36dkQICollection IFBC- Media States that the disposal of Revision to Current Policy:Evaluation & Program Polices media equipment should The specific disposal form is not located within this(Weeding) Policy Revised: comply with the section of the policy handbook. It would be more 2/10/2009 regulations from which the beneficial if the form was available in the general equipment was purchased. area of the policy. The “record retention period” is not specifically defined within the policy. -There is a form that should be completed in Examples/Resources: order for the material to be *Western Massachusetts Regional Library System disposed. This form should provides a collection of tutorials, articles, and be kept on file during the samples of “weeding” policies at: record retention period. http://www.wmrls.org/services/colldev/weeding.html *A Media Center Handbook in Alachua County, Florida provides specific details and guidelines to aid in their weeding policy: http://www.sbac.edu/~media/guid_weeding.html *The Library Council of New South Wales (1999)
REVIEW OF RELEVANT LIBRARY POLICIES 4 provides a detailed Retention and Disposal Policy for Collection Material and Donations complete with approval, replacement, and transfer procedures: http://bit.ly/4BmnhF *The California Department of Education provides an easy-to-read brochure based upon “weeding” within the library. It uses the mnemonic device “musty” (as determined by the American Library Association) to help librarians determine the characteristics of books and media that should be discarded from the collection: http://bit.ly/1F9seV *A comprehensive list of articles, books, and web pages based upon Collection Development policies and resources can be found at: http://www.sldirectory.com/libsf/resf/coldev2.htmlReconsideration IFBC- Media Extremely detailed process No revision needed.of Controversial Program Polices detailing upon the initialIssues and Revised: challenging of the book,Materials 2/10/2009 the required forms, the initial withdrawal of the item, the review process of the School-Level Media Advisory committee, as well as the review requirements by the System-Level Media Advisory committee, and finally the board.Gifts and IFBC- Media Procedures for Revision to Current Policy:Donations Policy Program Polices determining if the gift Cash donations are not addressed. Revised: meets requirements and if 2/10/2009 the gift should be accepted Examples/Resources: into the media program is *Monroe Public Schools in Connecticut provide detailed. specific definitions of gifts as well as a list of the approval process for such gifts. It also explains the Board of Education, The Board of Finance, as well as the Town Council’s role in such gifts: http://bit.ly/ 39TDAL *J.N. Desmarais Library Gift Policy is well defined and organized into specific categories, such as: the definition of a gift, the acquisition of a gift, the selection process, the processing procedures, as well as a statement about income tax receipts: http://bit.ly/ 3mCj8BAcquisition No Available No Available Policy New/Addition to Current Policy: Some type ofPolicy Policy statement or guidelines for the acquisition of materials or media for the center should be included. This may be an addition to the selection policy, or it may be included separately. Specific procedures or
REVIEW OF RELEVANT LIBRARY POLICIES 5 regulations of how materials are acquired may be beneficial. By what means, such as through a committee or documented approval, would also be beneficial to the policy. Examples/Resources: *Viewmont High School provides a detailed explanation of their acquisition policy within their online manual. Accompanied by the selection policy, the acquisition statements provide sections for the legal responsibility, selection committee, selection sources, recommendations, as well as specific guidelines for donations: http://bit.ly/n1BTP *The Canadian Council of Archives provides an extensive list of Guidelines for Developing an acquisition policy. This website provides a list and explanation of the elements of an acquisition policy as well as a thorough example of one: http://bit.ly/WAt0L II. Policies Affecting the Media Center as a FacilityAccessibility of IFBC- Media Simply states that the Revision to Current Policy:Media Center Program Polices center should be available Does not specifically state the schedule in which thePolicy Revised: to students, staff members, media center is actually open to students or staff 2/10/2009 and groups throughout the members, or if this information varies between entire instructional day, schools. Also does not specifically mention if other each day of the school groups, such as after school programs or Boy Scouts, year. are allowed access to the media center during or after its hours of operation. -Also states that students enrolled in state approved Examples/Resources: courses outside of the *Westlake High School not only provides an regular classroom should explanation of the hours of accessibility, but it also have access to the center. provides guidelines for when diverse groups are able to use the media center. For example, it explains the steps for small groups, scheduled classes, and study hall attendants to take when using the media center: http://bit.ly/1gbsEt *Within Ermington Primary School’s accessibility policy, the overall plan of the media center as a whole is included. The aims, monitoring procedures, as well as how the media center provides assistance within the curriculum is provided. This goes beyond explaining merely when the media center is open- it also explains why it is accessible as well as what, in general, the library has to offer: http://bit.ly/4waAsyUse of Media for IFBC- Media Clearly states that the Revision to Current Policy:Approved Program Polices center’s resources can be Does not provide any measures that a non-GeorgiaCourses Policy Revised: used any Georgia Board of Board of Education approved course might take, or if
REVIEW OF RELEVANT LIBRARY POLICIES 6 2/10/2009 Education approved they would be allowed at all, to use the media courses offered outside of facility or resources. instructional time. Examples/Resources: *Bishop Hogan Memorial School, which does allow facilities to be used by non-school related groups provides an extensive “rental policy” that explains, in detail, the actions, regulations, and fees related to the rental process: http://www.bishophogan.org/rental.htm *The Hoyt Library, of the Luzerne County School System, provides a policy for meetings held by outside groups and organizations. Specific regulations for scheduling, hours, technical equipment, and refreshments are detailed upon: http://www.hoytlibrary.org/librarypolicies.htm III. Policies Affecting Students, Teachers, and Other PersonnelAdherence to IFBC- Media It is stated that the local No revision needed.Regulation Policy Program Polices board of education should Revised: comply with the Georgia 2/10/2009 Board of Education policies, as well as state and federal laws. -It is also stated that students and personnel should adhere to the county’s Acceptable Use Policy.Acceptable Use of IFBG- Internet States specific AUP form Revision to Current Policy:the Internet Acceptable Use that students, teachers, staff Information is complete but could be explained andPolicy Revised: 3/10/09 members, and teachers are detailed in “reader friendly” terms (Since this is a required to sign annually policy that is most likely to affect students and before internet usage. parents outside of the personnel.) -Also includes subsections Examples/Resources: of *South Brunswick High School’s Media Center *Policy Dissemination provides an easy-to-read acceptable use policy that *Violations of the Policy the middle school students are required to read and *Disclaimer sign: http://bit.ly/2L2khF *Kankakee Valley Community School organizes their AUP into smaller segments so that individuals are able to understand all elements that the policy entails. These categories include privileges, netiquette, security, vandalism, and exceptions of the terms and conditions: http://www.kv.k12.in.us/kvhs/ aup.htm *An interesting article to read, which might lead to
REVIEW OF RELEVANT LIBRARY POLICIES 7 an addition to the Acceptable Use Policy addressing cyber-bullying is: Brown, K., Jackson, M., & Cassidy, W. (2006). Cyber-Bullying: Developing Policy to Direct Responses that are Equitable and Effective in Addressing This Special Form of Bullying. Canadian Journal of Educational Administration and Policy, (57), 1-36.Copyright Policy IFBC- Media Simply states that the Revision to Current Policy: Program Polices system will follow federal Policy does not include fair use guidelines or video Revised: copyright law. The recordings guidelines. Also does not provide policy 2/10/2009 administrator of each for students and staff who would like to publish school will be responsible works. for ensuring that all staff members are informed of Examples/Resources: these federal policies on an *The Wisconsin Department of Instruction provides annual basis. The an extensive list of copyright resources for schools administrator will also and libraries, including links to copyright law, fair make sure students and use, distance learning, digital images, and music: parents are trained as http://dpi.wi.gov/lbstat/copyres.html needed. Federal Copyright laws will be posted in each *Okaloosa County Public Schools provides an copy room in every school. extensive list and explanation of copyright guidelines, which also includes a link to a “Copyright Test.” This test assesses’ one knowledge of what actions are legal or illegal based upon copyright law. This website also provides an extensive list of hyperlinks that also explain the issue of copyright: http://bit.ly/3Xb2dv *Jefferson County Public Schools provides an easy- to-read chart of copyright guidelines based on what is permitted and not permitted by teacher reproducible, big books, audiovisual materials, music, and video. This is a beneficial website because it helps teachers determine the “fine lines” between what is acceptable and what is not within copyright regulations: http://bit.ly/13h9rA *This article provides an explanation of the spectrum of copyright and how it is affects the school media center program: Crawford, W. (2005). The copyright spectrum. Library Technology Reports, 41(2), 11-23.Student Records JR- Student Family Educational Rights New/Addition to Current Policy: Library records Records and Privacy Act and Pupil of confidentiality are not specifically addressed. Adopted: 2/10/09 Protection Rights (Perhaps a separate confidentiality policy, Amendment are detailed in particularly for the media center’s records, is needed full. Procedures for altogether.) obtaining access to student records are detailed in full. *While it is a college, Cornell University in NY provides a clear confidentiality statement that describes what is to remain private among librarians
REVIEW OF RELEVANT LIBRARY POLICIES 8 and students. This includes “circulation of materials, database searches, interlibrary loan transactions, reference queries, requests for photocopies of library materials, reserve requests, and the use of audiovisual materials, films, and sound recordings”. The policy also specifically cites The U.S. Patriot Act of 2001: http://bit.ly/43u25h *Developed in the UK, this is a set of guidelines for primary schools to follow when developing confidentiality policies. After observation, this set of guidelines could probably benefit all levels of schools: http://bit.ly/2NylvBStudent Code of JCDA- Student Student behavior as well as No revision needed.Conduct Behavior Code a teacher/staff member’s Adopted: 2/10/09 responsibilities and duties in response to that behavior are addressed.Accountability IFBC- Media Clearly states that students Revision to Current Policy:for School Program Polices and personnel are Specific procedures for fines and fees related to lostEquipment and Revised: responsible for all and damaged instructional items should beMaterial 2/10/2009 instructional materials addressed. It is highly important that a policy defines purchased through public exactly the measures a school or media center can funds. States that take for lost and damaged materials. reimbursement procedures are established by the Examples/Resources: specific school system. *Cary Academy, a private school in NC, provides an extensive explanation of damages and fees for their laptops. The policy is divided in several categories including, equipment damage, mechanical failure, accidental damage, and user negligence. Each of these divisions is explained as well as the fees and consequences for each. This would be an excellent source to use to add a more specific damage and fees policy that explains exactly what types of consequences might occur for each: http://bit.ly/297JBy *Seymour High School provides a simple addition to a set of policies that addresses overdue procedures, which includes fines, lost/damaged books, overdue items, as well as renewals. These are specific elements that are beneficial for students and teachers within a policy so that they understand exactly what is expected and regulated within the media center: http://seymourhs.com/page.php?286Email Policy No Available No Available Policy New/Addition to Current Policy: Policy Some type of policy will need to be included so that teachers and other staff members would know if emailing is allowed during school hours, within the media center, or using any school computers. Also, the policy should state whether or not personal emails are allowed to be accessed, or if school-based
REVIEW OF RELEVANT LIBRARY POLICIES 10 procedures for checking in books, renewing books, running reports, checking out books, placing holds, as well as shelving books. This information is presented in a manner that non-trained individuals, such a volunteer, would be able to understand and follow the procedures: http://bit.ly/49Jnyj *Molescroft Primary School provides a Volunteer Helper Policy that defines a “volunteer” while also explaining the aims and guidelines that volunteers should follow: http://bit.ly/yqnFj IV. Policies Affecting Media Center StaffMedia Specialist IFBC- Media Policy cites Roles in Media *No specific revision needed.Responsibilities Program Polices Program Development:Policy Revised: School and Community as Examples/Resources: 2/10/2009 a source for media *A school district within Wisconsin provides an specialist roles and extensive job description for a K-6 Library Media responsibilities. Specialist. It explains, in detail, the qualifications as well as duties and responsibilities, which are -States the valid certificates conveniently organized into the categories of: and license should be held administrative duties, educational duties, technical by media personnel, and duties, and professional duties: amount of personnel http://www.iola.k12.wi.us/newsfile2432_1.pdf should be in compliance with Georgia Board of *The Florida Department of Education provides a Education and Southern breakdown of media specialists (K-12) Association of Colleges responsibilities and abilities. This would be an and Schools. excellent resource for schools to use to develop a concise list for a media specialist responsibilities and duties policy: http://bit.ly/F9LJNEvaluation of No Available No Available Policy New/Addition to Current Policy: Why mediaSchool Media Policy specialists in all schools are evaluated using properSpecialist Policy Georgia instruments, there is not a policy documenting an universal document used for all schools as well as a set schedule, or amount of annual observations. Examples/Resources: *The Kansas Association of School Librarians provides a copy of the evaluation document used within Kansas public school systems. This evaluation, as cited within the text, is based upon Information Power: Guidelines for School Media Programs (1988): http://www.skyways.org/kasl/evaluation.pdf *The Missouri Department of Elementary and Secondary Education provides specific guidelines for a Performance-Based Library Media Specialist Evaluation. An evaluation timeline as well as data
REVIEW OF RELEVANT LIBRARY POLICIES 11 collection forms are provided. Standards as well as descriptors are also provided: http://bit.ly/qYF9dStaff GAD- Professional States a comprehensive No revision needed.Development Development plan for staff developmentPolicy Opportunities with the aid of a staff Adopted: 9/9/08 development director and advisory committee. All staff is included. References Lamar County Board of Education. (2009). Board Policies. Retrieved on October 30 from https://eboard.eboardsolutions.com/Index.aspx?S=4099. Morlan, Wendy. (2009). Library Director Responds: Why We Need Library Policies. Retrieved from http://www.accessola.com/olba/bins/content_page.asp? cid=66-827-3036.