Krupala Group3 Ls 5333 P&P

Krupala_Group 3_LS 5333_P&P
Taylor Middle School 2007-2008

Taylor Middle School Library
Policy and Procedures Manual

2007-2008

1
T. Buckles, M. Oxendine, J. Krupala, K. Yerigan


Table of Contents

I. Mission Statement, Purpose, Responsibility 1

II. Budget 2

III. Staffing 7

IV. Facilities 9

V. Collection Development 11

VI. Technology 15

VII. Acquisition and Organization 20

VIII. Program Administration 24

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Mission Statement

The central mission of the Taylor Independent School District libraries is to
promote reading and to encourage literacy and life-long learning for all students.

Purpose of Policy and Procedures Manual

This manual is established to guide the library staff in management of the
collection and to inform the public of the principles upon which the library makes
decisions regarding the maintenance and use of the collection.

Responsibility

The TISD Board of Trustees delegates to the librarians/media specialists the
authority and responsibility for selection and management of all print, non-print,
and electronic materials, within the framework of this policy and procedures
manual.

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Budget

I. Media Center Budget
A. Reflection of the priorities and details of the school’s instructional
program
1. Requires a level of funding that will give all students adequate
opportunities to become lifelong learners
2. Requires funding that supports the continuous collection of
information in all formats and that provides the instructional
infrastructure that will help students learn to use that information
in a creative, meaningful ways
3. Requires funding that is adequate to underwrite necessary
facilities expansion and maintenance and support appropriate
staffing and services so that the program can meet the growing
and changing information needs of students, teachers,
administrators and others
B. Requires the support of teachers, administrators, students, and the
community
II. Goals of the budget
A. Provides for the purchasing and upkeep of all resources the library
media program requires to meet the school’s information and
instructional needs
B. Implement the budget using sound accounting procedures to meet
all informational and instructional needs and report all expenses as
required by local policies
C. Maintain current information on the costs of traditional and
electronic resources, and on sources of funding beyond the school
budget for meeting these expenses
D. Use resourceful financial methods to meet the information needs of
the learning community
III. Sources of potential budget funding

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A. Federal funds
B. State funds
C. District funds
D. Campus level fundraising
1. Ensure that budget request are presented and considered within
the appropriate context of program goals and objectives
2. Heighten awareness of the need for a wide variety of up-to-date
resources and infrastructure to extend and enrich learning
opportunities
3. Use book fairs as a way to generate revenue
4. Refer to the Financial Operating Manual located on the shared
drive for fundraising guidelines
IV. Creation of a budget
A. Collect background information
1. The overall mission of the school
2. Long-range and short-range goals and objectives of the school
B. Evaluate collection
1. Needs assessment: formal and informal
2. Research best practices: teaching methodologies and student
learning styles
3. Curriculum: evaluate strengths and weaknesses of existing
informational and instructional resources
C. Consider technology
D. Refer to standards in the field
1. State and national guidelines and standards
a) Tips for developing an effective budget
b) Basics components of a proposal
c) Lists of sources of funding
E. State justification for the budget
1. District and state accreditation standards

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2. Necessary cycle of replacement and updating of materials and
equipment
3. Average costs of items: refer to
http://www.tsl.state.tx.us/ld/schoollibs/index.html
F. Keep a consideration file
G. Maintain a budget calendar
V. Maintain records of all expenditures

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Staffing

I. Types of Staff
A. Professional
1. At least one full-time certified or licensed school library media
specialist
2. Must hold a masters degree in librarianship from an ALA accredited
program
B. Support Staff
1. Paraprofessionals
2. Clerks
3. Volunteers
4. Student Assistants
C. Staff Size
1. Size of the library staff depends on the following factors:
a) School enrollment
b) Number of grades served in the building
c) Instructional patterns and plans for each grade level
d) Number of programs within the district
2. Consideration in determining size
a) All students, teachers, and administrators at all grade levels
must have access to a library media program
b) Both professional personnel and support staff are necessary
for all library media programs at all grade levels.
c) A reasonable ratio of professional staff to teacher and
student populations is required in order to provide for an
exemplary level of service
d) Personnel Responsibilities
i. Professional Staff

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ii. Collaborate with teachers and administration to
determine educational goals and objectives of the library
iii. Plan programs consistent with overall school curriculum
iv. Develop a strategy for selecting, training, and supervising
support staff
v. Submit reports to administrators when necessary
vi. Conduct in-service training and teacher workshops
vii. Promote use of library by professional staff
viii.Create material selection policy
ix. Keep teachers informed of new services
x. Select media and web sites whish would be appropriate
for classroom use
xi. Organize special collections
e) Paraprofessional and Non-Professional Staff
i. Assist teachers in locating materials to aid their
instruction
ii. Interlibrary loan (where appropriate)
iii. Maintain internet access
iv. Assist teachers with technical equipment
v. Create library displays
vi. Secretarial duties (filing, typing, mailing, etc.)
vii. Stamp new material received
viii.Help staff and students locate materials
ix. Assist in inventory
x. Work circulation desk
f) Volunteers and Student Assistants
i. Help at circulation desk
ii. Unpack and check new materials and verify invoices
iii. Sort and shelve items
iv. Create and maintain bulletin boards
v. Perform clerical tasks

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Facilities

VI. The school library media center should
A. Meet student, faculty, and community needs
B. Provide access to technology
C. Meet federal ADA requirements
D. Accommodate various teaching and learning styles
E. Allow for changing space requirements
VII. Space Requirements
F. Central location and accessible to all who use the facility
G. Future expansion
H. Room arrangement
I. Enrollment
J. Technology
K. Room for reading
L. Storytelling
M. A/V storage
N. Book stacks
O. Reference
P. Circulation Desk
Q. Office
VIII. Design Considerations
R. Physical Access
1. All areas of the library should follow the Americans with
Disabilities Act regarding forward and side reach limits, space in
the reading, study, checkout, OPAC, and stack areas.
S. Electrical Considerations
1. Contain enough drops for technology resources
2. Make sure all electrical drops and outlets are installed safely
T. Lighting Considerations
1. Lighting should be appropriate for each area of the library

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2. Lighting angles should be investigated
3. Capability to be dimmed
U. Sound Considerations
1. Use sound resistant or acoustically treated wall and ceiling
coverings
2. Carpet floors
IX. Furniture Considerations
V. Table and chairs – necessary to be adjustable
W. Computer tables and chairs – proper tables for computers and chairs
or tables that allow the user to stand
X. Circulation desk – large enough to accommodate all workers at one
time
Y. Shelving – sturdy, adjustable shelving designed to house various types
of media

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Collection Development

I. Accessibility of Materials
A. Student Needs
1. Wide range of interests
2. Wide range of reading levels
B. Responsibility of choosing materials
1. Responsibility rests with user
2. Parents/Guardians are responsible for supervising their
children's use of library materials
II. Selection of materials
A. Guidelines
1. Artistic, literary, historic, and/or scientific merit
2. Availability of shelf space
3. Price, in relation to total budget
4. Authority and competence of author
5. Availability of material
6. Awareness of significant new trends in literature, technology,
and formats
7. Clarity and accuracy of information and/or presentation
8. Favorable reviews
9. Format and durability
10. Practical usefulness and age appropriateness
11. Relationship to existing materials in collection
12. Relative importance in comparison with other materials
available on the subject
B. Selection aids
1. Professional journals
a) Booklinks
b) Booklist
c) Horn Book

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d) Library Journal
e) School Library Journal
f) Voice of Youth Advocates
2. Other
a) Children's Catalog
b) Junior High School Catalog
c) Senior High School Catalog
C. Controversial materials will be handles according to the Library Bill
of Rights
1. "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."
2. "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."
D. External electronic information resources
1. Providing connections
a) global information
b) services
c) networks
2. Special problems
a) Electronic access is not the same as purchasing
b) Some information accessed electronically may not meet the
library's selection or collection development policy
3. Student access
a) Electronic filtering provided on all campuses by TISD
b) Students must submit signed internet access permission
form

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III. Gifts
A. Must meet same selection criteria as purchased materials
B. Campus librarian reserves right to accept or decline conditions
placed upon gifts of materials or funds
IV. Challenged Materials
A. Campus Level Procedure
1. Level 1: Librarian
a) Show complainant reviews of material under question
b) Provide recommendations for purchase, if any
c) Emphasize principles of student's freedom to read
d) Librarian may offer to reevaluate material but is not obligated
to remove material from shelf
2. Level 2: Administration
a) Complainant completes "Citizen's Request Form for
Reevaluation of Media Center Materials"
b) Librarian sends copy and note with reasons for purchase
and any action taken to principal and the following
committee members
1) At least three teachers or administrators as needed for
the area of concern, and/or grade level
2) A parent of a student at the school where the complaint
has been received
3) A student representative. It is suggested that this student
be chosen by the principal and be one who could
logically speak for the student body
3. Level 3: Committee
a) Determines whether or not the challenged material meets
the guidelines established by policy
b) Make recommendation to principal concerning disposition of
the complaint

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B. District Level Procedure
1. Principal attaches complaint form to a memo detailing the
circumstances of the complain and action taken
2. Forward all documentation to Superintendent who will evaluate
complaint
3. If Superintendent considers that the complaint requires district
level action, the Taylor ISD Board of Trustees would be notified
that a complaint has been filed and is under study, and the
complainant and school principal would then be informed of any
action to be taken
4. If the complainant threatens legal action in opposition to the
Superintendent's ruling, the case should be reviewed by the
Taylor ISD Board of Trustees and the TISD school attorney

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Technology

I. Technology Competencies for Today’s School Library Media Specialist
A. Use online journal sources
B. Use automated library systems
C. Use in-house video conferencing equipment
D. Knowledge of CD-ROMs
E. Use and construct a WebQuest
F. Ability to work with teachers who are not technology savvy
G. Collaborate with teachers
1. Integrate subject matter and technology
2. Foster higher order thinking skills
II. Keep current with technology
A. Library computers
1. How many workstations in the media center
2. Decide what software needs to be on each computer system
B. Have knowledge of computer software
1. Know the rights for copyrighting
2. Know terms for licensure of software
C. Teach
1. Copyright
2. Plagiarism
3. Evaluation of websites
4. Citing electronic resources
D. Advocate for a full-time technology teacher
E. Have continuous technology training
F. Participate in equipment and software selection
G. Consider networking options
H. Understand, model, and promote ethical issues and uses of
technology
I. Use basic productivity software such as

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1. Microsoft Office
2. Front Page
3. Microsoft Works
4. PowerPoint
5. Hyper Studio
6. Kid Pix
J. Teach basics of equipment operation to staff and students
K. Handle basic equipment maintenance
L. Assist with basic design of library computer placement
M. Assist with School Technology Plan
1. Use policy
2. Internet safety
N. Locate sources for technology funding
O. Provide quick reference sheets near computers
P. Be aware of future development in technology
Q. Buy into the use of technology throughout the school
R. Create a sense of ownership by all school personnel
II. The Virtual Library
A. The Status of Virtual Libraries in School’s Today
B. Is the Virtual Library the Demise of the Book?
C. Library Media Specialist’s Changing Roles in the Virtual Library
1. School Media Specialist not seen as keeper of technology
2. Technology should not be taught in isolation
3. Keep abreast of new trends
a) Join professional organizations
b) Read professional journals
c) Ask vendors to do onsite demonstrations
d) Visit other media centers
e) Take continual educational courses through local universities
III. Technology Planning
A. Needs Assessment

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B. Budget
C. Cost
D. Funding
IV. Planning Teams and Plan Components
V. Preparing the School for Technology
A. Networks
B. Network Cabling Choices
C. State Technical Standards for Networks
D. State Networks
E. Technology and Student Learning
F. Technology-Rich Learning Environments
G. Electronic Pathfinders
H. Directed Searching, CyberInquiries, and WebQuests
I. Teaching Student to Evaluate Web Sites
J. Staff Development and Technology
VI. Technology Management
A. Managing the Automation System
B. Performing Weekly Maintenance and Other Tasks
C. Managing the Technology Peripherals
D. Reading Motivation Programs and the Media Specialist
E. Managing Electronic Databases and Reference Resources
F. Performing Annual Inventory and Other Year End Tasks
G. Managing Instructional Technology
H. Implications of The New Technologies
I. Copyright Laws for a Digital Age
J. Wireless Technology
K. Internet Safety
VII.Creating a School Library Media Center Web Page
VIII.Standards and Their Impact on Technology
A. Information Literacy Standards for Student Learning
B. ISTE National Education Technology Standards

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C. State Technology Skills Standards
IX. Automation and the Internet
A. The Status of the Internet in Schools
B. The Status of Library Automation in Schools
C. Library Automation Information Resources on the Web
D. Internet Use Issues
E. Acceptable Internet Use Policies
F. E-Rate and Internet Filters
1. Internet Filtering: Censorship or Protection
2. How Software Filters work
3. The Supreme Court Rules on CIPA
XI. Internet Sites and Technology Journals for School Media Specialists
A. School Library Resource Sites on the Internet
1. American Association of School Librarians Home Page
2. LION (Librarians Information Online Network)
3. International Association of School Librarians-School Libraries
Online
4. School Library Journal
5. Internet School Library Media Center (ISLMC) Children’s
Literature and Language Arts Resource Page
6. School Libraries on the Web-Resources for School Librarians
7. The Internet Public Library
8. School Library Internet Resources
9. School Library Internet Research Center
10. Grand Ledge High School Library Internet Citation Page
B. Technology Periodicals for School Librarians
1. Cable in the Classroom
2. Computers in Libraries
3. Electronic School (Supplement to the American School Board
Journal)
4. From Now On: The Educational Technology Journal

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5. Learning & Leading with Technology
6. Media & Methods
7. MultiMedia Schools Magazine
8. T.H.E. Journal (Technological Horizons in Education)
9. Technology and Learning

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Acquisition and Organization

I. Bidding
A. General Considerations:
1. The main goal of bidding is to acquire resources as quickly and
efficiently as possible, at the lowest cost while taking into
consideration quality, service, and reliability of both products
and vendors
2. Questions on general bidding and purchasing guidelines should
be addressed to the district budget office
B. Formal Bidding
1. General guidelines: use formal bidding for items over $1000
2. Consult requirements and list of approved vendors on district
shared drive under "Financial Operating Manual"
C. Informal Bidding
1. General guidelines: Use informal bidding for items between
$100 and $1000. Guidelines for writing bids:
a) Specifications: detailed description of item
b) Ordering frequency: schedule of anticipated ordering
c) Time of delivery: schedule of delivery expectations
d) Substitutions and changes: list acceptable substitutions and
changes, if any
e) Quality and condition: list of unacceptable conditions
f) Service and returns: expectations for of service desired and
return conditions
g) Invoices and packing slips: list number and disposition of
shipping and billing statements required
h) Bid security: stipulate penalties and/or any specific
requirements in case of default of agreement

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i) Discounts: list by type of material the acceptable range
(usually in percentages) of discounts
j) Full and partial payments: agreement on payment deadlines
(such as within 30 days of receipt)
k) Exhibit and exhibition merchandise: contract from vendor
stipulating time period, condition, payment if items are sold,
legal responsibility, and insurance
l) Services: expectation of service from field representatives or
technical/support services
m) Cancellation: note of conditions under which either vendor
or school may cancel order
n) Consignment privileges: list conditions for delivery and sale
of items under deferred-payment agreement (i.e. book fair
items)
o) Conditions of warranty: statement of repair and exchange
conditions
II. Purchasing
A. General considerations
1. Use online ordering whenever possible, as it decreases receipt
time and allows for computerized reports. The following jobbers
have been used in the past:
a) Baker & Taylor: http://www.btol.com/
b) Follett (Titlewave): http://www.titlewave.com
c) Brodart, Inc.: http://www.brodart.com/
d) Ebsco Information Services: http://www.ebsco.com
(magazines and electronic resources)
2. Follow the purchase order procedures in the district "Financial
Operating Manual" found on the shared drive
3. Consult the district budget office for fiscal year guidelines in
order to ensure delivery and confirmation of payment before the

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end of the school year, and to prepare orders to be delivered at
the beginning of the school year
B. Ordering information
1. Teachers, administrators, students, and community
members should complete a "Material Request Form" (refer
to online form link on library website) for items
2. File forms in "Consideration File" and use in selection
process. Before filing forms, complete any missing data
such as author, title, format, and ISBN number
3. Check OPAC before ordering, to determine whether we
already hold or have ordered item
4. For magazines, be sure to include number of copies,
whether the subscription is new or renewal, and date that will
begin the subscription
5. Consult district budget office before placing standing orders
for encyclopedia yearbooks or other annual publications
6. For pamphlets/government documents, complete "Material
Request Letter," and use petty cash, if possible, for
purchases. Refer to the district "Financial Operating
Manual" for petty cash procedures
III. Order processing
A. Receiving
1. Check items and packing slip against purchase order
2. Collect paperwork, including packing list and invoice with the
purchase order on top, and write date of receipt in top left
corner. Paper clip together
3. Write accession number (year and order item number) on the
page behind the verso of the title page top left corner. Refer to
accession file for order item number
4. Attach security strip

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5. Place paperwork and item on cataloging shelf. Once item has
been cataloged and classified, update budget items on
spreadsheet and file paperwork. Submit a copy of the packing
slip and PO to district budget office
B. Magazine/Newspaper Subscriptions
1. Check in alphabetical subscriptions file and note date of receipt
unless it is a daily newspaper. Create file record if one does not
exist. Be sure to include subscription expiration date
2. Place new issues in magazine cover, protective cover, or on
newspaper rack
3. File back issues in storeroom
C. Electronic resources
1. One-time purchases, such as CD-Roms should be processed
like books
2. Information on database subscriptions is located in alphabetical
subscription file. Update/create a file card if any changes occur
or new subscriptions are added. Be sure to include expiration
date
IV. Classification and Cataloging
A. Download MARC record: when an item is received, use the pull-
down menu on the OPAC software to download MARC record and
upload it into OPAC. See G3 manual for instructions. Do not
continue to process an item until it is successfully uploaded into
OPAC
B. Create Dewey Decimal Classification label: see copy of Standard
cataloging for school and public libraries in office for reference
C. Attach genre label: i.e. Fiction-Mystery, Non-fiction
D. Ownership Stamp: stamp book inside front cover, on the page after
the title page, and on the edges
E. Attach date due label inside the back cover
F. Put item on cart for shelving

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Administration and Organization

I. Circulation Procedures
A. General Considerations
1. The main goal of our circulation system is to facilitate the use of
materials and to ensure accessibility of these materials to users
of the media center
2. Circulation procedures are developed to maximize ease of use,
economy, and efficiency
3. Resource carts and audiovisual equipment may be delivered to
classrooms if time and staff are available
4. Never let a student or student library aide transport large or
heavy equipment such as TV, cart, screen or SmartBoard
unsupervised. This is a safety issue
B. Checkout Procedures
1. Scan barcode on items to check out
2. Scan student/faculty ID or type in ID number (for faculty email
requests)
3. Stamp due date in form attached to item, inform patron of due
date (usually found in back cover of print items, in a pocket on
other items)
4. Swipe item to demagnetize security strip
5. If an item which is checked out is requested, patron should fill
out a "Reserve" card. For students, be sure the homeroom
teacher is listed
a) Make a note in the electronic record for that item and file the
"Reserve" card in filebox
b) If the item is checked out indefinitely, send an email
requesting recall of the item

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c) If the item has a due date, wait until the due date. As
soon as the item is overdue, send out an overdue notice
and recall notification
d) Once item is returned, put it on "hold" shelf, email
requesting faculty/staff or send an email to the student's
homeroom teacher informing him/her that the item will be
held behind the circulation desk for one week
e) Keep item on hold for one week. After that, notify patron
from whom the item was recalled. The patron then has
one week to recheck the item. Otherwise, item is
reshelved
C. Loan Procedures
1. Length of loan period
a) General
1) Long term checkout items such as semester or year are
subject to recall if another patron fills out a "Reserve"
card
2) Magazines are not available for circulation, unless by
special request of faculty/staff
b) Students - 2 weeks, unless a teacher requests a longer
period of time for a student engaged in independent study
c) Faculty/Staff
1) Print materials, etc.: may be checked out for an indefinite
period, but subject to recall. Simply stamp item with
checkout date
2) Classroom equipment: overhead projector and cart may
be checked out for the full year
3) Audiovisual equipment: may be checked out for
indefinite period, but is subject to recall

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4) Laptops: may be checked out on a weekly basis, except
for the VAIO, which is available for one-day checkout
only.
5) Print reports of items checked out to faculty/staff each six
weeks. Put in boxes to remind faculty/staff.
2. Number of items
a) Faculty/staff: may check out an unlimited number of items
b) Students: may check out two items at a time, unless a
special request is made by faculty/staff for students
conducting independent study
D. Overdues, Fines, and Lost or Damaged Items
1. General considerations
a) The library media center strives to balance the need for
patrons to take individual responsibility for items with the
desire to allow as much access to items as possible
b) Due to budgetary constraints, monetary payment for
damaged or lost items may be required
c) In extreme cases, chronic inability to return items may result
in suspension of library media center privileges, and/or a
financial bar on registration/graduation. See district policy
for textbook return for further guidelines
2. Overdues
a) Overdue notices
1) Students- notices will be sent out each grading period
and distributed to homeroom teachers each three weeks.
In addition, individual notices will be mailed out with
report cards each six weeks
2) Faculty/Staff- individual notice of items checked out will
be placed in mailboxes each six weeks

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b) End of Semester- all items except for faculty classroom
equipment must be returned at the end of the fall semester
and again before summer
3. Fines
b) Students
1) fines will assessed for items not returned at semester
break at a rate of $.05 per day
2) fines will also be assessed for recalled/requested items
at a rate of $.05 per day beginning one week after due
date
3) if a student is unable to pay fines, he/she may volunteer
in library in lieu of fine payment
4) amnesty days allowing students to return items without
fine payment will be scheduled at the beginning of each
six-week grading period
5) money accrued from fines will go toward the activity fund.
c) Faculty/Staff fines will not be assessed to faculty/staff
4. Lost/Damaged Items
a) Students
1) payment for lost item will be assessed based on the
following criteria: cost of replacing the item, student
responsibility for loss/damage
2) if a student is unable to pay fines, he/she may volunteer
in library in lieu of fine payment
3) chronic loss/damage of items may result in suspension of
library media center privileges Student may be required
to leave checked out items on campus in homeroom or
library at the end of each day
b) Faculty/Staff
1) in general, faculty/staff are not required to pay for
lost/damaged items.

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2) chronic loss/damage of items may require some action
on the part of the school. Consult school administrator in
this case
E. Privacy/Confidentiality
1. General considerations: student records are very confidential.
Overdue notices should be distributed individually. Student
records on the OPAC should not be discussed with anyone
2. Acceptable Use Forms: students must turn in a signed
Acceptable Use forms to be allowed Internet access in the
Library Media Center
3. Web Page: student names should not be used on Library Web
Page without written parental/guardian consent
II. Inventory and Weeding
A. Inventory
1. General considerations- inventory will be scheduled before each
school year and at the end of each school year, according to
extra contract days provided by district.
2. Procedure
a) arrange section to be inventoried in correct order.
b) use handheld barcode reader to check each item
c) make note of physical condition of item in pencil on back
cover
d) remove any material needing repair
e) check for missing items in other sources, such as displays,
reserve collections, workrooms, classrooms
f) update inventory records giving numerical count of items in
collection and missing items
g) make note of missing items in OPAC
h) if item has been noted as missing for over two years,
withdraw from collection, update OPAC records, and make a
note to consider replacement

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B. Weeding
1. General considerations
a) Deselection of items is undertaken to improve access, save
space, save money, and make room for new materials.
b) Ideally, 4-5% of the collection should be weeded each year,
but fluctuation in space/budget may dictate more or less.
c) Weeding can be done during inventory, but schedule
periodic weeding of sections throughout the year. See
particular Texas State Library weeding guidelines at
http://www.tsl.state.tx.us/ld/pubs/crew/guidelines.html
2. Criteria: use MUSTIE
a) Misleading (factually inaccurate)
b) Ugly (worn beyond mending/rebinding)
c) Superseded (by a truly new edition or much better book on
the subject)
d) Trivial (of no discernible literary or scientific merit)
e) Irrelevant (to the needs and interests of patrons)
f) Elsewhere (material infrequently used and may be obtained
expeditiously from another campus/electronic resource)
3. Process
a) Identify item for weeding
b) Remove from shelf
c) Storage
1) Stored items must be noted in OPAC
2) Limited storage space requires careful consideration.
Store only items vital to curriculum, but rarely used or
used only by faculty
d) Disposal
1) Remove item from OPAC
2) Mark out/remove library identification, security strip, etc.
3) Distribute to classroom library

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4) Sell in book sale/Half-Price Books
5) Donate to public library/after-school program/Goodwill
6) Do not dispose of items in dumpster unless items are in
an unusable condition
C. Collection Maintenance
1. Print materials
a) Repair as needed- see
http://www.mtsu.edu/~vvesper/repair.html
b) Binding
1) send out once at end of school year
2) contact Southern Library Bindery Company (612)
244-5045
3) keep list of books sent
2. Equipment/Audiovisual
a) Repair as needed: see repair manuals/service contracts in
file cabinet, update repair records
b) Annual check: thoroughly check and clean equipment at
year end
D. Records and Reports
1. Records
a) Financial- File cabinet
1) keep copies of all financial records, send originals to
district budget office
2) follow Financial Operating Manual located on district
shared drive for specific records and requests
b) Organizational
1) Print items- print out list annually, keep in binder
2) Classroom and audiovisual equipment- print out annually,
maintain Excel document, keep copy in binder in
equipment storeroom

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3) VHS/DVD/CD- print out annually, maintain Excel
document, hang copy of shelflist in this section, add to
print items binder
4) Serials, Print and Electronic keep subscription records in
separate binder
5) Inventory: maintain tally in separate binder with date,
number of items added, number of items withdrawn, and
current balance
c) Service
1) Needs assessment- yearly
2) Circulation records- print out each six weeks, place in
binder
3) Internet use- print out each six weeks
4) Schedule-
i. place at circulation desk in separate binder.
ii. check daily
iii. do not allow more than two classes in library without
consulting teachers
iv. maintain schedule by marking days library is
unavailable due to testing, etc.
5) Instructional
i. calendar of instructional days and professional
development presentations
ii. copies of collaboration forms
iii. copies of "webliographies" or subject bibliographies
and tie-in to curricular units
d) Archival records
1) keep in file cabinet
2) include important documents related to the history of
LMC, such as publications, financial records from past
years, etc.

31

2. Reports
d) Program- annual summary of activities and
accomplishments, programming and special services
e) Statistics- yearly totals from abovementioned records
f) Staff- professional development card, resume, list of
affiliations, certifications, etc
g) Recommendations- yearly recommendations to
administration/school board regarding budget, staffing,
facilities, and programming considerations
E. Web Page/Publicity
1. Content- include facts, curricular connections, student work
(see Privacy above), special programming/fundraising
2. Procedure- contact the Jeannie Hill at the district technology
dept. to update/change content. For local publicity, such as
press coverage, contact the district community liaison, Larry
Robbins. Email campus announcements to Barbara Johle
F. Book Fairs-
1. General considerations- we have traditionally gone with the
following two companies/types of bookfair
2. Scholastic- 1-800-241-1448
a) 2-4 times a year
b) plan 2-6 months in advance
c) publicize through homeroom teachers, website, local media
d) recruit parent/faculty volunteers to help supervise fair
e) keep careful inventory records
3. Barnes and Noble- contact Frank Campbell at 600-0088
a) Annually, about a month before school is out
b) Summer reading list items
c) plan one month in advance
d) publicize through mailouts to parents, announcements in
English classes, on website, in local media

32

e) Schedule class visits through English dept.
f) B&N will set up, supervise, give out coupons
g) School receives 10% of profits

33

Bibliography

American Association of School Librarians & Association of Educational
Communication and Technology. 1998. Information Power: Building
Partnerships for Learning. Chicago: Authors.

Bertland, Linda. 2006. Resources for School Librarians.
http://www.sldirectory.com/libsf/resf/manage.html#top (accessed
on February 5, 2007).

Henrico County Public Schools. 2006. School Library Administration Handbook:
Library Information Services. http://catalog.henrico.k12.va.us/documents
/libservdoc.html (accessed on February 5 2007).

Lamb, Annette and Larry Johnson. 2004. "Policies and Procedures." The
School Library Media Specialist. http://eduscapes.com/sms/policies.html
(accessed March 25, 2007).

Morris, Betty J. 2004. Administering the School Library Media Center.
Westport, CT. Libraries Unlimited.

National Center for Education Statistics. 2007. Library Statistics Program.
http://nces.ed.gov/surveys/libraries/school.asp (accessed Feb. 27, 2007).

Texas State Library and Archives Commission. 2005. School Library Programs
Standards and Guidelines for Texas. http://www.tsl.state.tx.us
/ld/schoollibs/index.html (accessed March 31, 2007).

University of Chicago. 2003. Chicago Manual of Style: The Essential Guide for
Writers, Editors, and Publishers, 15th ed. Chicago: Authors.

University of Illinois. 2007. University Staffing Library Inventory.
http://www.library.uiuc.edu/administration/services/planning/
staffinginventory.pdf (accessed on Feb. 27, 2007).

Wools, Blanche. 2004. School Library Media Manager. Westport, CT.
Libraries Unlimited.

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